Intellectual Property Operations Manager

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***

Essential Job Duties: 

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 the Firm’s IP prosecution work
• As needed, joins the training sessions of patent attorneys, patent agents and technology specialists to communicate any new policies and procedures and to gauge their needs and proposes and implements procedural changes where appropriate 

Minimum Requirements:

• Bachelor’s degree required
• Minimum of 5 years of experience handling complex patent and/or IP administrative duties related to filings, workflow, docketing, etc.
• Prior IP paralegal/assistant experience required, management or supervisory experience preferred  
• Superior understanding of U.S. patent and trademark rules and procedures 
• Superior understanding of patent rules in connection with correcting formal and procedural issues and adept at researching the MPEP for solutions 
• Demonstrated ability to understand and work with complex intellectual property software systems, including docketing systems, document assembly systems, etc.
• Ability to assist support staff with issues relating to use of Microsoft Office Suite, PTO systems and other software
  1. Proficiency in Microsoft Office Suite.
  2. Proficiency in IPDAS or similar document assembly system software.
  3. Proficiency in PTO systems, including EFS, EPAS, PAIR, TEAS and TESS. 
• Ability to be proactive and to identify and address problems quickly and independently
• Ability to supervise people, provide direction in regard to workflow and process efficiency 
• Ability to shift priorities quickly and re-prioritize tasks without compromising deadlines
• Ability to thrive in a fast-paced, deadline driven environment
• Ability to constructively communicate, both orally and in writing, to work effectively with a diverse group of professionals 
• Strong attention to detail and high degree of accuracy in work 
• Must be able to complete all essential job duties  

Other Requirements:

The requirements described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equipment Operated:

This position requires extensive use of a computer and telephone. This position also requires the use of printing, copying, faxing and scanning equipment.

Physical Requirements: 

While performing the duties of this job, the employee is occasionally required to sit; stand; talk; see; and hear.  

Mental Requirements:

Ability to communicate effectively, verbally and in writing, with a diverse group of people.

Work Environment:

While performing the duties of this job, the employee may be exposed to weather conditions while traveling.  The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed in this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

Benefits provided include: Paid time off, Health insurance, Vision and Dental Insurance, 401k (with an employer match), life insurance, and many others.  Please reach out for a comprehensive list of benefits provided. 

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. To succeed, we take great pride in a culture where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform to their highest potential.

Candidates must have permanent authorization to work in the United States. 

Ice Miller LLP is an Equal Opportunity Employer.