Intellectual Property Operations Manager

Job Summary

Job Summary: 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.

Salary: in the range of $100,000 - $150,000 dependent on location and experience level

IP Prosecution 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

Team Management Responsibilities

• 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…