Remote Patent Projects Coordinator

Ballard Spahr LLP; San Francisco (CA); 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

Short and Long-Term Disability

401(k) Retirement Savings Plan

Paid Time Off

Sick Leave

Paid Holidays

Employee Assistance Program

Job summary

Ballard Spahr LLP is seeking a Patent Projects Administrator for our IP team. The role supports the patent practice by coordinating software upgrades, docketing operations, and stakeholder communication across offices.

The position emphasizes process improvement, training, and strategic project delivery. Candidates should have IP databases experience, strong IT skills, and the ability to supervise staff while meeting tight deadlines in a remote, collaborative environment.

Qualifications

• Extensive knowledge of PAIR, IPDAS, IP Manager and related databases.
• Proficiency in IP Manager, Microsoft Office, Outlook, and various database systems.
• Ability to plan strategically, implement projects, train staff, and supervise.
• Excellent written and verbal communication; works well under pressure.

Responsibilities

• Coordinate with senior management and vendors to upgrade patent practice software and review contracts.
• Support docketing intake and outgoing file transfers and transfer materials.
• Onboard, train, and develop patent practice LAAs.
• Monitor USPTO and international rules; prepare summaries for leadership.
• Manage daily USPTO document downloads and distribute documents.
• Develop customized reports in the IP Docketing system for operations and projects.
• Implement new practices, policies, and workflows; suggest improvements.
• Troubleshoot problems and communicate solutions to clients.
• Coordinate and develop client portals and ensure maintenance.

Skills

Growth Mindset

Communication

Detail-Oriented

Project coordination

Tools

PAIR

IPDAS

IP Manager

Microsoft Office

Outlook

Job description

Ballard Spahr LLP is seeking a Patent Projects Administrator for our IP team. The role supports the patent practice by coordinating software upgrades, docketing operations, and stakeholder communication across offices.

The position emphasizes process improvement, training, and strategic project delivery. Candidates should have IP databases experience, strong IT skills, and the ability to supervise staff while meeting tight deadlines in a remote, collaborative environment.