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About the Role

Incumbents in this role provide high-level support to fee earners and business professionals within the Intellectual Property (IP) patent prosecution practice. They demonstrate advanced technical and administrative expertise, take ownership of assigned responsibilities with minimal supervision, exercise sound judgment and initiative in decision-making within their scope of authority, and actively foster a collaborative and team-oriented work environment. The Patent Project Administrator serves as a key operational resource, supporting continuous process improvement, facilitating the implementation of practice enhancements, and assisting attorneys and professionals with specialized projects and client-related initiatives. This role helps ensure consistency, efficiency, and excellence across departmental operations and service delivery.

Responsibilities

Coordinate with Senior Manager of Litigation and IP Paraprofessional Support, applicable department/firm administration and outside vendors to ensure that Patent practice software and databases are upgraded as needed, as well as review of contracts and pricing arrangements for same.
Support the Patent Docketing team with the intake and outgoing file transfers, including organizing transfer materials, transfer reports, and ensuring that required information is complete for docketing.
Onboarding, training and development of patent practice LAAs on skills and tasks specific to intellectual property.
Monitor changes in USPTO and international agency rules; prepare summary information for department leadership that can be shared with entire IP practice.
Manage the daily USPTO document download process, including receipt and distribution of correspondence to appropriate personnel, and perform quality-control review to ensure all documents are accurately downloaded and properly distributed.
Develop and query customized reports within the IP Docketing system to support docketing operations, workflow management, and special projects.
Ensure that new practices, policies, and workflows are implemented. Make suggestions/comments for improvement.
Responsible for troubleshooting problems or inquiries and communicating solutions to both internal/external clients.
Coordinate and develop client portals where applicable and ensure maintenance of same.

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.
Proactive self-starter who can understand and manage detailed work within the context of broader departmental and firm objectives.
Flexibility, adaptability, and the ability to respond positively to shifting priorities.
Ability to supervise staff firm-wide.
Maintain regular and reliable attendance.
Ability to work beyond standard business hours as needed to support business and client demands.

Skills

PAIR
IPDAS
IP Manager
Microsoft Office
Outlook
Database systems
Strategic planning
Project implementation
Training development
Staff supervision
Written communication
Verbal communication
Critical thinking
Analytical abilities
Problem-solving

Location

Remote

Work Type

Fully remote
Full-time

Experience Level

Extensive knowledge and experience

Salary/Compensations

$85,000 – $105,000

Benefits

Medical insurance
Dental insurance
Vision insurance
Life insurance
Health savings accounts
Flexible spending accounts
Short-term disability
Long-term disability
401(k)-retirement savings plan
Paid time off
Sick leave
Paid holidays
Employee assistance program

About the Company

Ballard Spahr is a nationally recognized law firm with more than 750 lawyers across 19 offices in the United States.
A career at Ballard Spahr means joining a team of talented mentors, colleagues, and friends, supported by strong leadership that actively encourages professional growth.
The IP Department operates within a highly specialized and technically complex practice area.
Well-defined policies, processes, and workflows are essential to maintaining operational efficiency and delivering exceptional client service.
Ballard Spahr believes that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success.
Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future.
We welcome and encourage applicants from all backgrounds to apply.

Equal Opportunity

Ballard Spahr is an equal opportunity employer.
We offer equal consideration to all qualified applicants, regardless of race, ethnicity, religion, age, national origin, handicap or disability, citizenship, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity and expression, transgender status, sex stereotyping, genetic information, ancestry, veteran status or any other category protected by applicable law.