IP Operations Manager

Ice Miller LLP•Washington, DC

2h•$90,000 - $130,000

About The Position

The intellectual property (IP) Operations Manager is responsible for managing specialized practice resources and will continually evaluate and analyze operational processes and procedures, systems and tools that increase efficiency for the firmwide IP practice. The IP Operations Manager works closely with attorneys, patent agents, and IP staff (paralegals, docketing, assistants, and related support staff) in multiple offices to provide organizational and practice specific support. The IP Operations Manager will oversee day-to-day operations of the IP staff to deliver timely, high-quality work and optimize resource utilization through implementation of practice wide operational procedures that increase efficiency. The IP Operations Manager will also work collaboratively with various stakeholders across the Firm, including partners and practice leadership, to further the Firm’s strategic objective of training, developing, retaining and supporting the IP support staff to provide top-notch IP services to our clients.

Requirements

Bachelor’s degree required
Minimum of 5 years of experience handling complex patent and/or IP administrative duties related to filings, workflow, docketing, etc.
Prior IP paralegal/assistant experience required, management or supervisory experience preferred
Superior understanding of U.S. patent and trademark rules and procedures
Superior understanding of patent rules in connection with correcting formal and procedural issues and adept at researching the MPEP for solutions
Demonstrated ability to understand and work with complex intellectual property software systems, including docketing systems, document assembly systems, etc.
Ability to assist support staff with issues relating to use of Microsoft Office Suite, PTO systems and other software
Proficiency in Microsoft Office Suite.
Proficiency in IPDAS or similar document assembly system software.
Proficiency in PTO systems, including EFS, EPAS, PAIR, TEAS and TESS.
Ability to be proactive and to identify and address problems quickly and independently
Ability to supervise people, provide direction in regard to workflow and process efficiency
Ability to shift priorities quickly and re-prioritize tasks without compromising deadlines
Ability to thrive in a fast-paced, deadline driven environment
Ability to constructively communicate, both orally and in writing, to work effectively with a diverse group of professionals
Strong attention to detail and high degree of accuracy in work
Must be able to complete all essential job duties
Ability to communicate effectively, verbally and in writing, with a diverse group of people.

Nice To Haves

management or supervisory experience preferred

Responsibilities

Coordinates the development, documentation, and implementation of a current set of best practices procedures regarding application and file management, docketing and deadline management, billing procedure, client communication and relationship development specific to the IP practice
Assists with the assessment of and improvements of IP Prosecution processes and procedures
Coordinates with IP practitioners to identify areas of inconsistency in workflows and processes. Works closely with the IP prosecution partners and other stakeholders at the Firm to understand the needs and challenges of the patent and trademark prosecution groups and to propose solutions and approaches to help the support team function as smoothly as possible
Maintains and keeps current a central repository of such documents as well as other training materials, support team schedules and the like. Coordinates the development and maintenance of standard reporting letters and filing checklists
Ensures the integrity of the IP Prosecution database in coordination with internal docketing group through quality review of docketed actions. Assists in on-going audit of files, databases and dockets
Assists with updating USPTO account for department and communicates USPTO system changes to department in a timely manner
Serve as primary point of contact with IP partners and other stakeholders regarding prosecution policies and procedures
Keeps abreast of prosecution-related developments, such as changes to USPTO and PCT policies and procedures and incorporate into training materials and team policies
Manages file intake and transfer process for records and files for department
Assists with U.S. and/or PCT filings, as needed
Manages docketing staff
Mentors and coaches IP support team members. Shares knowledge and education reinforcing processes and procedures across sites
Works closely with IP support team members, both individually and as a group, to gauge needs, morale, and challenges
Prepares meeting agenda and leads monthly IP staff meeting
Actively manages workflows across the support groups (paralegals, legal assistants, and docketing) to ensure even distribution of work and timely handling of tasks and projects, with particular attention to the more time-sensitive functions of the group. Monitors the progress and quality of work product generated, as needed. Assists in the reassignment of matters to internal team members as needed
Redistributes workloads in light of leaves of absence, vacation schedules, overtime needs/requests and transitions into and out of the firm
Assists with onboarding new support staff and practitioners for issues specific to the IP practice. Coordinates in creating and maintaining a set of materials for new hires into the IP team (staff and practitioners)
Participates in the review and selection of potential new hire candidates for the IP support team
Serves as primary point of contact with outside vendors that support the Firm’s IP prosecution work
As needed, joins the training sessions of patent attorneys, patent agents and technology specialists to communicate any new policies and procedures and to gauge their needs and proposes and implements procedural changes where appropriate