Remote Patent Projects Coordinator

Ballard Spahr LLP; Wilmington (DE); 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 plan

Paid time off

Sick leave

Paid holidays

Employee assistance program

Job summary

Ballard Spahr LLP seeks a Patent Projects Administrator to support its Intellectual Property practice. You will coordinate software upgrades, handle docketing intake, and onboard LAAs, while monitoring USPTO and international rules and assisting with client initiatives.

You will manage document downloads, develop reports, and help implement new workflows, contributing to efficient, high-quality service across the IP team. This role is remote and requires collaboration across offices.

Qualifications

• Extensive knowledge of IP databases such as PAIR, IPDAS and IP Manager.
• Proficiency in MS Office, Outlook, and various database systems.
• Experience in strategic planning, project implementation, training development, and staff supervision.
• Excellent written and verbal communication; ability to work under pressure.

Responsibilities

• Coordinate with senior manager and external vendors to upgrade patent practice software and review contracts/pricing.
• Support the Patent Docketing team with intake, transfers, and docketing readiness.
• Onboard, train, and develop patent practice LAAs on IP-specific skills and tasks.
• Monitor USPTO and international rules; summarize changes for department leadership.
• Manage daily USPTO document downloads and distribute to personnel with quality control.
• Develop and query custom reports in the IP Docketing system for operations and projects.
• Implement new practices, policies, and workflows; suggest improvements.
• Troubleshoot inquiries and communicate solutions to internal/external clients.
• Coordinate and develop client portals and ensure maintenance.

Skills

Growth mindset

Communication

Detail‑oriented

Tools

IPDAS

IP Manager

Microsoft Office

Outlook

Job description

Ballard Spahr LLP seeks a Patent Projects Administrator to support its Intellectual Property practice. You will coordinate software upgrades, handle docketing intake, and onboard LAAs, while monitoring USPTO and international rules and assisting with client initiatives.

You will manage document downloads, develop reports, and help implement new workflows, contributing to efficient, high-quality service across the IP team. This role is remote and requires collaboration across offices.