IP Docket and Technology Administrator

Any US Office

Summary

A leading national law firm is seeking an IP Docket and Technology Administrator to join its Intellectual Property Department in one of the firm’s offices.

This position leads the development and optimization of the firm’s IP docketing and technology systems, workflows, and dashboards – bridging legal operations and technology, driving efficiency, standardization, and data integrity across all IP practice areas.

The role requires a forward-thinking leader with deep understanding of IP processes, systems management, workflow design, and cross-department collaboration. Working closely with the Director of IP, Department Chair, Practice Group Chairs, and IT and Innovation leadership, this position ensures that IP system, procedures, and personnel are aligned to deliver exceptional client service and operational excellence.

The ideal candidate is a strategic, analytical professional who thrives on using technology and data to streamline IP operations and elevate team performance. They bring strong leadership, collaboration and attention to detail to every initiative, driving efficiency and excellence across the department.

Core Competencies

• Strategic and Analytical Thinking: Evaluate IP data, workflows, and technology to make informed decisions and propose innovative, scalable solutions.
• Technical Expertise: Strong command of IP docketing systems, workflow automation, reporting tools, and data management.
• Communication and Collaboration: Exceptional written and oral communication skills; able to build strong relationships with attorneys, staff, vendors, and leadership.
• Leadership and Change Management: Proven ability to guide teams through process improvements and technology transitions with minimal disruption.
• Attention to Detail and Accountability: Ensures accuracy, compliance, and quality assurance across all technology and process functions.

Responsibilities

Operational Strategy & Leadership

• Partner with IP leadership to define and execute the department’s technology and workflow vision.
• Lead the development and implementation of the annual IP Technology Strategic Plan aligned with firm goals.
• Evaluate emerging IP technologies and recommend adoption strategies to enhance productivity and reduce risk.
• Develop department-wide standards and KPIs to measure workflow efficiency, technology utilization, and data quality.

IP Workflow and Process Innovation

• Design, document, and maintain department workflow procedures and best practices across all offices.
• Benchmark processes against industry standards and implement continuous improvement initiatives.
• Oversee the Transfer process for IP matters, including coordination with Docketing, Records, and client teams.
• Manage integration workflows for lateral hires into the IP systems.
• Partner with leadership to develop IP procedural and best practice manuals and ensure compliance.

Technology Management and Implementation

• Serve as liaison between the IP Department and firm’s IT and Innovation teams.
• Assist with the evaluation, selection, and implementation of IP software vendors, ensuring seamless integration with other firm systems.
• Supervise IP software configuration, system upgrades, data migrations, and process automation projects.
• Develop and maintain IP technology user manuals, system documentation, and reporting dashboards.

Training and Development

• Establish IP technology training programs for support teams, practitioners, and docketing professionals.
• Create and maintain training materials for new IP technologies and workflow initiatives.
• Foster a culture of innovation and continuous learning within the IP department.

Data Analytics and Quality Assurance

• Develop quality control metrics and oversee audit reviews to ensure data integrity across IP portfolios.
• Generate technology analytics, KPI dashboards, and trend reports for leadership to support decision-making.
• Regularly review system data for accuracy, completeness, and compliance with client guidelines and USPTO/WIPO standards.

Collaboration and Communication

• Coordinate with practice group leaders, administrative departments, and vendors to align IP technology strategy.
• Maintain consistent communication with leadership on IP docketing and technology roadmap, as well as performance metrics.
• Facilitate cross-office collaboration to ensure consistency in IP practices and service delivery.

Requirements

• Bachelor’s degree required; PMP certification preferred.
• 10+ years of experience in business operations, data analysis, or project management, with at least 5 years in leadership involving IP docketing, technology, or workflow management.
• Proficiency with IP docketing systems (ideally CPi) and familiarity with USPTO, WIPO, and international patent offices, as well as IP procedures.
• Strong project management skills, including data mapping, dashboard design, and workflow implementation.
• Excellent analytical skills, with the ability to interpret data, identify trends, and provide meaningful insights.
• Ability to manage multiple priorities in a fast-paced, deadline driven environment.
• Strong written and verbal communication skills with a high level of precision and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and familiarity with project management or reporting tools (e.g., Monday.com, Power BI, Smartsheet).
• Experience with document management systems such as iManage and time and billing platforms preferred.

Compensation

• The budgeted salary range for this position is $135,000.00-$185,000.00

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