Patent Project Administrator

Ballard Spahr•Philadelphia, PA

8d•Remote

About The Position

Ballard Spahr is a nationally recognized law firm with more than 750 lawyers across 19 U.S. offices. The Patent Project Administrator provides high-level support to fee earners and business professionals in the Intellectual Property patent prosecution practice. The role requires advanced technical and administrative expertise, independent ownership of assigned responsibilities, sound judgment, and initiative, while fostering a collaborative and team-oriented work environment. The IP Department operates in a specialized and technically complex practice area where consistent policies, processes, and workflows are essential. The administrator supports continuous process improvement, implementation of practice enhancements, and specialized projects and client initiatives to promote efficient departmental operations and excellent client service. This position is fully remote. The role works with department and firm administration, vendors, attorneys, clients, and colleagues across multiple offices. It supports patent practice software and databases, docketing operations, staff onboarding and training, monitoring of agency rule changes, reporting, workflow implementation, troubleshooting, and client portals. The position may require work beyond standard business hours to meet business and client demands.

Requirements

Extensive knowledge of and experience with resources such as PAIR, IPDAS, IP Manager, and other international intellectual-property law databases.
Proficiency in IPDAS, IP Manager, Microsoft Office, Outlook, and various database systems.
Strong technical and computer skills.
Experience in strategic planning, project implementation, training development, and staff supervision.
Excellent written and verbal communication skills.
Strong critical-thinking and analytical abilities.
Ability to work effectively under pressure, manage multiple detailed tasks, and consistently meet strict deadlines.
Ability to collaborate effectively with attorneys, clients, and colleagues across multiple offices.
Ability to work independently as a proactive self-starter and understand detailed work in the context of broader departmental and firm objectives.
Flexibility and adaptability, including the ability to respond positively to shifting priorities.
Ability to supervise staff firm-wide.
Self-motivation, a passion for continuous learning and problem-solving, and strong attention to detail.
Ability to manage multiple priorities and deadlines independently.

Responsibilities

Coordinate with the Senior Manager of Litigation and IP Paraprofessional Support, department and firm administration, and outside vendors on patent practice software and database upgrades, including review of contracts and pricing arrangements.
Support the Patent Docketing team with incoming and outgoing file transfers by organizing transfer materials and reports and ensuring required information is complete for docketing.
Onboard, train, and develop patent practice legal administrative assistants (LAAs) in intellectual-property-specific skills and tasks.
Monitor changes in USPTO and international agency rules and prepare summaries for department leadership to share with the IP practice.
Manage the daily USPTO document download process, distribute correspondence to appropriate personnel, and perform quality-control reviews for accurate downloading and distribution.
Develop and query customized reports in the IP Docketing system to support docketing operations, workflow management, and special projects.
Ensure new practices, policies, and workflows are implemented and suggest improvements.
Troubleshoot problems and inquiries and communicate solutions to internal and external clients.
Coordinate and develop client portals where applicable and ensure they are maintained.
Supervise staff firm-wide.
Maintain regular and reliable attendance and work beyond standard business hours as needed to support business and client demands.