Patent Project Administrator

Ballard Spahr LLP•Washington, DC

10d•$85,000 - $105,000•Remote

About The Position

The Patent Project Administrator provides high-level technical and administrative support to fee earners and business professionals in Ballard Spahr’s Intellectual Property patent prosecution practice. The role supports efficient departmental operations and client service by maintaining specialized workflows, facilitating process improvements, implementing practice enhancements, and assisting with projects and client-related initiatives. The position is fully remote and requires ownership of assigned work with minimal supervision, sound judgment, initiative, and a collaborative approach.

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, critical thinking, and analytical abilities.
Ability to work effectively under pressure, manage multiple detailed tasks, and consistently meet strict deadlines.
Ability to collaborate successfully with attorneys, clients, and colleagues across multiple offices.
Ability to work independently as a proactive self-starter and manage detailed work in the context of broader departmental and firm objectives.
Flexibility and adaptability, including responding positively to shifting priorities.
Ability to supervise staff firm-wide.
Regular and reliable attendance.
Ability to work beyond standard business hours as needed to support business and client demands.
Self-motivation, a passion for continuous learning and problem-solving, strong communication abilities, attention to detail, and 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 to support upgrades to patent practice software and databases and review related contracts and pricing arrangements.
Support the Patent Docketing team with incoming and outgoing file transfers by organizing transfer materials and reports and ensuring required docketing information is complete.
Onboard, train, and develop patent practice legal administrative assistants (LAAs) in intellectual property-specific skills and tasks.
Monitor changes to USPTO and international agency rules and prepare summaries for department leadership to share with the IP practice.
Manage daily USPTO document downloads, distribute correspondence to appropriate personnel, and perform quality-control reviews for accuracy and proper 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 the development of client portals where applicable and ensure their maintenance.
Supervise staff firm-wide.
Maintain regular and reliable attendance and work beyond standard business hours as needed to support business and client demands.