Remote Patent Projects Coordinator

Ballard Spahr LLP; Philadelphia (Philadelphia County); Remote; USD 85,000 - 105,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Health Savings Account

Flexible Spending Account

Disability insurance

401(k) retirement plan

Paid time off

Sick leave

Paid holidays

Employee Assistance Program

Job summary

Ballard Spahr LLP is seeking a Patent Projects Administrator for its Intellectual Property team. This fully remote role supports patent docketing, data management, and process improvement across the IP practice, coordinating with attorneys and staff firm-wide.

The ideal candidate has strong experience with IP databases (PAIR, IPDAS, IP Manager) and Microsoft Office, exceptional attention to detail, and the ability to manage multiple tasks under deadlines.

Qualifications

• Extensive knowledge of IP databases like PAIR, IPDAS, IP Manager.
• Proficiency in Microsoft Office, Outlook, and various database systems.
• Experience in strategic planning, project implementation, and staff supervision.
• Excellent written and verbal communication; able to work under pressure and meet deadlines.

Responsibilities

• Coordinate with Senior Manager of Litigation and IP Paraprofessional Support, applicable department/firm administration and outside vendors to ensure that Patent practice software and databases are upgraded as needed, as well as review of contracts and pricing arrangements for same.
• Support the Patent Docketing team with the intake and outgoing file transfers, including organizing transfer materials, transfer reports, and ensuring that required information is complete for docketing.
• Onboarding, training and development of patent practice LAAs on skills and tasks specific to intellectual property.
• Monitor changes in USPTO and international agency rules; prepare summary information for department leadership that can be shared with entire IP practice.
• Manage the daily USPTO document download process, including receipt and distribution of correspondence to appropriate personnel, and perform quality-control review to ensure all documents are accurately downloaded and properly distributed.
• Develop and query customized reports within the IP Docketing system to support docketing operations, workflow management, and special projects.
• Ensure that new practices, policies, and workflows are implemented. Make suggestions/comments for improvement.
• Responsible for troubleshooting problems or inquiries and communicating solutions to both internal/external clients.
• Coordinate and develop client portals where applicable and ensure maintenance of same.

Skills

Communication

Detail-oriented

Project coordination

Tools

IP Manager

PAIR

IPDAS

Microsoft Office

Outlook

Database systems

Job description

Ballard Spahr LLP is seeking a Patent Projects Administrator for its Intellectual Property team. This fully remote role supports patent docketing, data management, and process improvement across the IP practice, coordinating with attorneys and staff firm-wide.

The ideal candidate has strong experience with IP databases (PAIR, IPDAS, IP Manager) and Microsoft Office, exceptional attention to detail, and the ability to manage multiple tasks under deadlines.