Intellectual Property Docketing Specialist

Intellectual Property Docketing Specialist

DeWitt LLP is seeking a highly organized and detail-oriented IP Docketing Specialist to join our Intellectual Property team. The IP Docketing Specialist is responsible for accurately maintaining and monitoring domestic and international intellectual property deadlines, including those associated with patent and trademark prosecution.

This position plays a critical role in supporting our attorneys, paralegals, and clients by ensuring that important intellectual property deadlines are accurately identified, docketed, monitored, and communicated. The successful candidate will have an exceptional attention to detail, strong organizational skills, and the ability to manage a high volume of time-sensitive information while maintaining accuracy and confidentiality.

The ideal candidate is someone who takes ownership of their work, enjoys working with detailed information and technology, and understands the importance of proactive communication in a deadline-driven legal environment.

Intellectual Property Docketing

• Maintain and monitor domestic and international patent and trademark prosecution dockets.
• Accurately enter and maintain critical dates and deadlines in the firm's IP docketing system.
• Review correspondence, USPTO notices, foreign associate communications, filing receipts, office actions, registration notices, and other IP-related documents to identify required deadlines and docketing events.
• Calculate and calendar deadlines based on applicable USPTO rules, statutes, filing dates, priority dates, office actions, notices, and other relevant documents.
• Monitor deadlines associated with patent and trademark applications, including office action responses, extensions, statements of use, maintenance fees, issue fees, declarations, renewals, and other prosecution requirements.
• Monitor and maintain deadlines for foreign patent and trademark matters, including deadlines communicated by foreign counsel and agents.
• Track patent and trademark annuity, maintenance, renewal, and other post-registration/post-grant deadlines.
• Enter reminders and follow-up dates in accordance with established firm procedures.
• Review docket reports and calendars regularly to identify upcoming deadlines and ensure appropriate follow-up.
• Communicate upcoming deadlines to attorneys and appropriate legal support professionals in a timely and clear manner.
• Update docket information promptly when filings are made, deadlines are extended, or case circumstances change.
• Maintain accurate records of completed docketing actions and supporting documentation.

Quality Control & Docket Auditing

• Conduct regular audits of IP matters to verify the accuracy and completeness of docket information.
• Compare docket information against USPTO records, correspondence, filing receipts, and other source documents.
• Identify discrepancies, missing information, duplicate entries, or potential deadline concerns and promptly escalate them to the appropriate attorney or team member.
• Assist with periodic audits of patent and trademark portfolios.
• Assist in developing and maintaining procedures designed to minimize the risk of missed or incorrectly calculated deadlines.
• Maintain accurate and organized electronic files and docket documentation.

USPTO & Foreign Filing Support

• Monitor USPTO correspondence and electronic communications for assigned matters.
• Assist with tracking deadlines related to U.S. national stage applications, PCT matters, foreign priority claims, and international prosecution.
• Track foreign filing and prosecution deadlines based on instructions from attorneys and foreign associates.
• Maintain records relating to foreign associates, local counsel, and foreign filing requirements as appropriate.
• Assist attorneys and paralegals with gathering information needed to meet upcoming filing deadlines.
• Develop familiarity with USPTO procedures and applicable domestic and international IP prosecution practices.

Communication & Team Support

• Work closely with IP attorneys and paralegals to ensure deadlines are properly identified, entered, and monitored.
• Serve as a resource to the IP team regarding docketing procedures, deadlines, and system functionality.
• Proactively communicate potential issues, inconsistencies, or approaching deadlines.
• Follow up with attorneys and support staff when required information or instructions are missing.
• Assist with training new IP team members regarding docketing procedures and systems.
• Provide backup docketing support to other members of the IP team as needed.
• Collaborate with the firm's administrative and technology teams to improve docketing processes and workflows.

Process Improvement & Technology

• Utilize the firm's IP docketing and practice management systems to maintain accurate and current matter information.
• Develop a strong working knowledge of the firm's docketing procedures, workflows, and technology.
• Identify opportunities to improve efficiency, accuracy, and consistency within the IP docketing process.
• Participate in implementation, testing, and enhancement of docketing technology and related systems.
• Stay informed regarding changes to USPTO procedures, IP prosecution practices, and docketing best practices.

Qualifications

Required

• Two or more years of experience in IP docketing, intellectual property administration, legal support, or a similarly detail-oriented role.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to manage a high volume of deadlines and competing priorities.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong computer skills and ability to learn new software and technology quickly.
• Proficiency with Microsoft Office, particularly Outlook and Excel.
• Demonstrated ability to work independently while also contributing effectively as part of a team.

Preferred

• Prior experience in an intellectual property law firm or legal department.
• Experience with patent and/or trademark docketing.
• Familiarity with USPTO procedures and terminology.
• Experience with foreign patent and trademark prosecution.
• Experience with IP docketing software or legal practice management systems.
• Experience conducting docket audits or quality-control reviews.
• Paralegal or legal assistant experience in an IP practice.

What We Offer

At DeWitt LLP, we believe our people are our greatest asset. We are committed to creating a collaborative environment where employees are supported in their professional development and encouraged to contribute ideas and solutions.

DeWitt offers a competitive compensation and benefits package, including opportunities for professional development, collaboration with experienced attorneys and legal professionals, and exposure to a sophisticated and diverse Intellectual Property practice.

Equal Employment Opportunity

DeWitt LLP is an equal opportunity employer. We are committed to providing a workplace where all qualified applicants and employees are treated with respect and consideration and have an equal opportunity to succeed.