Intellectual Property Administrator - Crowell & Moring

Crowell & Moring LLP is an international law firm with offices in the United States, Europe, MENA, and Asia that represents clients in litigation and arbitration, regulatory and policy, intellectual property, and transactional and corporate matters. The firm is internationally recognized for its representation of Fortune 500 companies in high-stakes litigation and government-facing matters, as well as its ongoing commitment to pro bono service and diversity, equity, and inclusion.

The Intellectual Property (IP) Administrator provides strategic management support to ensure that the IP practice functions in a consistent and productive manner and is responsive and proactive in identifying needs related to the practice and its role in the overall firm operations. The Administrator works closely with IP Partners and firm management to identify, implement, and enforce policies and procedures; implement strategic solutions; and provide direct management of staff and delegation of projects and duties to IP support managers and staff.

Job Responsibilities

• Maintains a comprehensive understanding of all Crowell & Moring IP workflows across multiple staffing groups and cross-departmentally (Operations, Accounting, Human Capital, Information Services).  Combines that understanding with a detailed knowledge of patent and trademark prosecution rules and procedures, IP trends, evolving industry resources, best practices, and anticipation of and response to client needs to recommend efficient and risk managed workflows, obtain IP prosecution partner consensus, and implement initiatives to continually advance the prosecution practice.
• Leads and manages a team of IP professionals responsible for supporting the IP attorneys/agents.
• Develops, coaches, and counsels IP managers through daily interactions and delegation of projects to provide a high level of accurate, production-based, efficient service to internal and external clients, and maintain detailed records of performance management activities for the purpose of providing routine and annual performance feedback.
• Collaborates with HR, Practice Managers, and Practice Group Leaders on performance management processes, including goal setting, performance reviews, compensation recommendations, and development plans.
• Serves an integral role in the hiring process for the IP Staff.  Works closely with the Practice Group Leaders and the recruiting team on updating job descriptions, reviewing and selecting candidates, and participating in the interview process.
• Provides project management leadership support for cross-office and cross-functional projects and initiatives in collaboration with the Department Practice Director, Practice Group Manager(s), and/or IP managers.
• Collaborates closely with the Practice Group Leaders to develop strategic practice group goals and ensure they are being met.
• Coordinates with department Practice Management staff and IP managers on assessing new tools.  Provides reports and analytics for IP prosecution and litigation teams regularly; focusing on trends, statistics, and other relevant data related to productivity, volume, processing times, and client service
• Works with managers in other departments to drive the roll-out of firmwide changes (e.g. technological upgrades or accounting changes) across the IP prosecution practice by anticipating special IP prosecution considerations and recommending solutions for effective implementation.
• Oversees and implements IP prosecution staff training, development, and formal communications related to procedures and workflows, including serving as an escalation point for the team.
• Coordinates staff workload allocation and assignments, manages work hours, and facilitates cross-office integration and support.
• Supervises trainings of all staff on client and department patent prosecution procedures, billing procedures, and trademark prosecution procedures.  Facilitates training and development, both at the time of hire and on an ongoing basis, to ensure staff performs in alignment with the firm’s and each client’s Best Practices, including client-specific requirements.
• In coordination with attorneys, oversees and/or implements special client projects related to IP prosecution work, including matter intake and transfer, reporting functions, client specific workflows, alternative fee arrangements and billing set-ups, disenegagement, etc.
• Supervises maintenance fee processes and outsourced annuity and renewal services. 
• Prepares annual budget for IP prosecution specific needs.
• Participates in orientation and annual review processes for non-attorney timekeepers and staff.
• Travel as needed (e.g., quarterly) among offices with IP prosecution practices to perform role, and travel to industry- and firm-sponsored conferences and/or seminars as needed.
• Performs other duties as assigned by firm and/or Department leadership.

Knowledge, Skills and Abilities

• Demonstrated knowledge and understanding of how to prepare and review work in order to supervise others related to domestic and international patent, trademark and inter-partes matters in all areas of IP prosecution.
• Demonstrated knowledge of how to implement effective IP prosecution workflows related to the use of accounting systems, docketing systems (FoundationIP), software applications (e.g. MS Office Suite), and Document Management Systems.
• Extensive knowledge of USPTO and international rules, practices, procedures, and products, including e-filing, Patent Center, and TSDR.  In-depth knowledge of IP Docketing procedures and software, including at least FoundationIP. 
• Demonstrated ability to communicate persuasively, both orally (in person and in group settings) and in writing, on a prepared and extemporaneous basis with partners, other firm management, staff, and clients.
• Ability to provide quality client service to both internal and external clients and to address administrative issues with legal matters. Ability to use considerable tact, discretion, and persuasion in gaining the consensus and cooperation of others.
• Demonstrated innovative skills, with a growth mindset, strong organizational and time management skills, and current knowledge of industry best practices.
• Ability to appropriately complete and delegate work to others to meet deadlines, goals and objectives, develop skills and knowledge of others, and build capacity and productivity of unit.
• Ability to complete and lead others in the development of new initiatives and/or completion of small to large-scale projects in a timely manner.
• Ability to motivate others and build effective, cooperative, work teams.

• Ability to manage subordinate supervisors in a complex work environment to develop a cohesive, effective work unit and effectively supervise others, including hiring, training, assigning work, managing performance, counseling, disciplining and terminating.
• Ability to research new ideas, develop creative solutions in areas where little guidance is available, integrate competing views or approaches into a successful strategy or broad plan.
• Ability to represent the firm with honesty, integrity, and professionalism, consistently acting in an ethical manner.
• Knowledge of standard accounting and/or budgeting principles and the ability to monitor and manage budgets within established limits, analyze financial data, and draw accurate conclusions.
• Reliability, dependability, and flexibility regarding work schedule are required.
• Ability to proficiently use Windows-based software applications, including Outlook, Word, Excel, PowerPoint, and document management systems (i.e., iManage, Sharepoint, NetDocuments)

Education

The position requires a Bachelor’s Degree. 

Experience

The position requires a minimum of seven to ten (7-10) years of experience in trademark and, ideally, patent prosecution.

The position requires three to five (3-5) years of managerial/supervisory experience in IP management, with overall supervisory responsibility for management and operation of a large IP Department within an IP law firm, or an IP practice within a general practice law firm.

Crowell & Moring LLP offers a competitive compensation and comprehensive benefits package which includes progressive options such as backup child care, wellness programs, cultural events and social activities. We take great pride in our positive, friendly culture that rewards hard work and success, at the same time recognizing the importance of family and community service.