Patent Project Administrator

Ballard Spahr LLP

. Coordinate with department and firm administration and outside vendors regarding patent practice software and databases, including upgrades, contracts, and pricing .

Posted 10/27/2026full-timeRemote • United StatesMid-LevelSenior💰 $85,000 - $105,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates extensive knowledge of intellectual property law databases and strong project management skills, with a focus on training development and workflow optimization. Capable of effectively collaborating with diverse teams while managing multiple priorities and deadlines.

Highest-signal resume keywords

Extensive Knowledge Of PAIRExperience With IPDASProficiency In Microsoft OfficeStrong Technical And Computer SkillsExcellent Written And Verbal Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Patent Practice Software CoordinationDocketing Operations ManagementCustomized Report DevelopmentQuality-Control ReviewStrategic PlanningProject ImplementationTraining DevelopmentStaff SupervisionAnalytical AbilitiesProblem Troubleshooting

Soft Skills

Critical ThinkingAbility To Work Under PressureCollaborationProactive Self-StarterFlexibility And Adaptability

Tools & Technologies

IP ManagerIPDASMicrosoft OutlookVarious Database SystemsClient Portals

Industry Keywords

Intellectual PropertyUSPTODocketingFile TransfersRule Changes

About the role

Key responsibilities & impact

Coordinate with department and firm administration and outside vendors regarding patent practice software and databases, including upgrades, contracts, and pricing
Support the Patent Docketing team with intake and outgoing file transfers
Organize transfer materials and reports and ensure required docketing information is complete
Onboard, train, and develop patent practice LAAs on intellectual property skills and tasks
Monitor USPTO and international agency rule changes and prepare summaries for department leadership and the IP practice
Manage daily USPTO document downloads, distribute correspondence, and perform quality-control review
Develop and query customized reports within the IP Docketing system
Support docketing operations, workflow management, and special projects
Implement new practices, policies, and workflows and suggest improvements
Troubleshoot problems and inquiries and communicate solutions to internal and external clients
Coordinate and develop client portals and maintain them

Requirements

What you’ll need

Extensive knowledge of and experience with 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 meet strict deadlines
Ability to collaborate with attorneys, clients, and colleagues across multiple offices
Proactive self-starter able to manage detailed work within broader departmental and firm objectives
Flexibility and adaptability to shifting priorities
Ability to supervise staff firm-wide
Maintain regular and reliable attendance
Ability to work beyond standard business hours as needed
Ability to manage multiple priorities and deadlines independently

Benefits

Comp & perks

Continuous learning opportunities and avenues for career growth
Business Resource Group participation
Medical, dental, vision, and life insurance
Health savings accounts
Flexible spending accounts
Short- and long-term disability
401(k)-retirement savings plan
Paid time off
Sick leave
Paid holidays
Employee assistance program