IP Docketing & Data Manager

Cooley•Washington DC, DC

6d•Hybrid

About The Position

Cooley is seeking an IP Docketing & Data Manager to join Cooley's IP team. Cooley is a global law firm with an expansive practice and more than 3,000 employees and partners worldwide. We value and celebrate diverse perspectives and strive to create a workplace where every individual can thrive. At the core of Cooley’s success is the exceptional talent and unwavering spirit of our people. We embrace individuality while fostering a ‘one-firm’ culture where collaboration and creativity thrive. Our people are the foundation of our success and the driving force behind everything we do. Hybrid Schedule Philosophy: As part of the Cooley culture, we recognize and appreciate the value of being together, in person, to build comradery with others in the office and to be a contributing member of the Cooley office. However, we also appreciate the benefits and flexibility that come from remote working. As such, the default assumption for employees and partners is a hybrid schedule: some in-office presence and some work from home days. Employees on a hybrid work schedule must work from their regular state of residence during hybrid remote days and are expected to be within a commutable distance of a Cooley office. (Department director or manager will provide direction on your schedule and any in-office expectations). Position summary : The IP Docketing & Data Manager is responsible for managing the patent docketing function including monitoring compliance with established procedures and policies to ensure timely, efficient, and accurate completion of patent docketing. This role is also responsible for management of our IP Management System (IPMS) in general and ensuring the overall integrity of our IP data. Specific duties and responsibilities include, but are not limited to, the following:

Requirements

After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
Ability to work extended and/or weekend hours, as required
Ability to travel, as required
5+ years experience in an IP-related role
Project management experience
Experience in docket system utilization, data management, and docket integrity and control using Inprotech or comparable IP docketing system

Nice To Haves

Bachelor's Degree
5+ years supervisory experience in a professional services or law firm environment, with proven ability to manage, coach and motivate
Previous law firm experience
Experience researching IP status and history in PTO databases, including USPTO systems (PAIR, PatentCenter, TSDR), WIPO Patentscope and Madrid Monitor, the EPO Patent Register, and EUIPO eSearch, as well as public databases in other jurisdictions
Possess working knowledge and keep abreast of rules according to USPTO procedures, 37 C.F.R., the Manual of Patent Examining Procedure (MPEP) rules, and the Trademark Manual of Examining Procedure (TMEP)

Responsibilities

Confirm that all critical deadlines each day have been handled appropriately, following up as needed, and provide guidance to the docketing team for any unresolved deadlines
Ensure daily quality checks are in place to review critical docketing data and coordinate periodic data audits
Maintain regular communication with timekeepers and non-docketing business professionals to receive feedback, perceptions of docketing quality, and suggestions for improvement.
Propose improvements to workflow and procedures affecting the docketing practice. Work in coordination with IP management team members to implement improvements
Regularly review team processes to identify new ways to increase both efficiency of the docketing process through improved workflows, automation or other technology and accuracy of data through data validation tools, second eye checks and periodic audits, setting a reasonable balance between these competing concerns
Ensure team members are developing the skills and knowledge to carry out their role effectively, identifying skill gaps and implement necessary training ensuring a consistent approach is maintained across the team
Stay abreast of law changes that will impact data or deadlines on the docket and work with the IP docketing and systems specialist(s), Information Technology, and/or Best Practices Committee where required to implement necessary changes
Document changes, train team members, and propose practice group-wide communications where required
Collaborate with Cooley IP Docketing colleagues outside of the US to ensure optimal cross-office workflows and that we have capabilities for cross-office coverage as needed
Engage and collaborate with senior members of the IP Docketing team to foster a positive dynamic where information, ideas, and resources are shared
Meet with all new hires to the practice group to provide an IP Docketing Overview and lead other training sessions as required or requested
Establish key metrics and reports to highlight team performance and practice group performance
Ensure the IPMS consistently and effectively operates firmwide, guide troubleshooting and vendor efforts towards issue resolution
Review, test, and document all patent workflow configurations to ensure they meet the needs of the practice group and work as intended, consulting with the Best Practices Committee(s) as required, collaboration with UK and TCA docketing teams for their specific configurations
Participate in testing when there are law changes or system upgrades, communicate findings or potential issues, and ensure proper resolution
Ensure proper data integrity of our IPMS and provide leadership for IP practice data integrity projects
Interface with IPMS vendor, as necessary; participate in user and technology conferences; develop resource network to determine software trends and opportunities for automation and technological augmentation
Identify and respond to training needs of new and existing practitioners and business professionals related to the IPMS
Coordinate with IS and other departments on various projects relating to IPMS upgrades, system troubleshooting, creating project timelines and running various tests (searches, reporting, document generation, and case/event updates)
Schedule downtime to run law updates on production database
Monitor and resolve all support emails/requirements and address issues related to the IPMS
Serve as local office IP Services manager resource overseeing daily operations to ensure group-wide services are effective
Provide leadership to encourage business professional and timekeeper participation in local office events and culture
Proactively engage with practitioners and business professionals, developing working relationships to be an effective gateway to all services of the IP Services department
Communicate local issues to the appropriate member(s) of the IP management team to ensure consistent and effective team management
Assist with troubleshooting issues and work closely with IP management team to provide responsive and efficient people or systems support to meet practitioner and client needs
Identify and coordinate staffing needs for special projects
Participate in orientation programs of newly hired practitioners, specialists, and business professionals, as needed
Work effectively and collaboratively as a team leader and member
Work within the guidelines of established IP principles and practices
Interpret, clearly communicate and effectively enforce policies and procedures
Maintain high standards for internal/external client service and quality control
Inspire and lead in a way that gets the best contribution from a wide range of team members
Champion and promote diversity, equity and inclusion initiatives to help drive positive change
Prepare and deliver oral and written communications that are concise and convey enthusiasm and innovative thinking
Nurture new ideas and concepts. Identify, lead and manage innovative approaches to business challenges and work with IP management, Patent Leadership Committee (PLC), BPC and other departments to evolve operations and system processes that increase efficiency and mitigate risk
Moderate and facilitate meetings comprised of IP partners, associates, practice group professionals and other administrative business professionals; set and manage realistic expectations for project deliverables; put ideas into a practical context and coordinate efforts of multi-disciplinary teams to meet project deliverables
Continuously review productivity and efficiency of business professionals; recommend educational opportunities to provide training that will enhance employee performance
Provide day-to-day supervision of direct reports, ensure compliance with assigned work hours and monitor for compliance with all firm and department policies. Manage staffing coverage, review and process time logs
In collaboration with immediate supervisor, participate in hiring, performance appraisals, counseling, termination and other employee lifecycle events
Apprise Director of IP Services of all exempt and non-exempt business professional performance problems
Prepare and maintain detailed and timely performance counseling notes
Recommend and implement process improvements and changes directed to increasing efficiency and improving service levels
Immediately report all risk management-related concerns following proscribed risk reporting process detailed in the relevant Patent or Trademark policies and procedures, typically contained in the Policy & Procedure Manual
Provide backup to IP management team members, as required
Independently manage and work collaboratively on special projects
Maintain department procedure manuals
All other duties as assigned or required