IP Docketing & Data Manager

IP Docketing & Data Manager

Cooley is seeking an IP Docketing & Data Manager to join Cooley's IP team.

About Cooley: Cooley is a global law firm with an expansive practice and more than 3,000 employees and partners worldwide. We value and celebrate diverse perspectives and strive to create a workplace where every individual can thrive. At the core of Cooley's success is the exceptional talent and unwavering spirit of our people. We embrace individuality while fostering a 'one-firm' culture where collaboration and creativity thrive. Our people are the foundation of our success and the driving force behind everything we do.

*Hybrid Schedule Philosophy: As part of the Cooley culture, we recognize and appreciate the value of being together, in person, to build comradery with others in the office and to be a contributing member of the Cooley office. However, we also appreciate the benefits and flexibility that come from remote working. As such, the default assumption for employees and partners is a hybrid schedule: some in-office presence and some work from home days. Employees on a hybrid work schedule must work from their regular state of residence during hybrid remote days and are expected to be within a commutable distance of a Cooley office. (Department director or manager will provide direction on your schedule and any in-office expectations).

Position summary: The IP Docketing & Data Manager is responsible for managing the patent docketing function including monitoring compliance with established procedures and policies to ensure timely, efficient, and accurate completion of patent docketing. This role is also responsible for management of our IP Management System (IPMS) in general and ensuring the overall integrity of our IP data.

Position responsibilities:

• Confirm that all critical deadlines each day have been handled appropriately, following up as needed, and provide guidance to the docketing team for any unresolved deadlines
• Ensure daily quality checks are in place to review critical docketing data and coordinate periodic data audits
• Maintain regular communication with timekeepers and non-docketing business professionals to receive feedback, perceptions of docketing quality, and suggestions for improvement. Propose improvements to workflow and procedures affecting the docketing practice. Work in coordination with IP management team members to implement improvements
• Regularly review team processes to identify new ways to increase both efficiency of the docketing process through improved workflows, automation or other technology and accuracy of data through data validation tools, second eye checks and periodic audits, setting a reasonable balance between these competing concerns
• Ensure team members are developing the skills and knowledge to carry out their role effectively, identifying skill gaps and implement necessary training ensuring a consistent approach is maintained across the team
• Stay abreast of law changes that will impact data or deadlines on the docket and work with the IP docketing and systems specialist(s), Information Technology, and/or Best Practices Committee where required to implement necessary changes
• Document changes, train team members, and propose practice group-wide communications where required
• Collaborate with Cooley IP Docketing colleagues outside of the US to ensure optimal cross-office workflows and that we have capabilities for cross-office coverage as needed
• Engage and collaborate with senior members of the IP Docketing team to foster a positive dynamic where information, ideas, and resources are shared
• Meet with all new hires to the practice group to provide an IP Docketing Overview and lead other training sessions as required or requested
• Establish key metrics and reports to highlight team performance and practice group performance

IP Systems and Data Management:

• Ensure the IPMS consistently and effectively operates firmwide, guide troubleshooting and vendor efforts towards issue resolution
• Review, test, and document all patent workflow configurations to ensure they meet the needs of the practice group and work as intended, consulting with the Best Practices Committee(s) as required, collaboration with UK and TCA docketing teams for their specific configurations
• Participate in testing when there are law changes or system upgrades, communicate findings or potential issues, and ensure proper resolution
• Ensure proper data integrity of our IPMS and provide leadership for IP practice data integrity projects
• Interface with IPMS vendor, as necessary; participate in user and technology conferences; develop resource network to determine software trends and opportunities for automation and technological augmentation
• Identify and respond to training needs of new and existing practitioners and business professionals related to the IPMS
• Coordinate with IS and other departments on various projects relating to IPMS upgrades, system troubleshooting, creating project timelines and running various tests (searches, reporting, document generation, and case/event updates)
• Schedule downtime to run law updates on production database
• Monitor and resolve all support emails/requirements and address issues related to the IPMS

Local office IP support:

• Serve as local office IP Services manager resource overseeing daily operations to ensure group-wide services are effective
• Provide leadership to encourage business professional and timekeeper participation in local office events and culture
• Proactively engage with practitioners and business professionals, developing working relationships to be an effective gateway to all services of the IP Services department
• Communicate local issues to the appropriate member(s) of the IP management team to ensure consistent and effective team management
• Assist with troubleshooting issues and work closely with IP management team to provide responsive and efficient people or systems support to meet practitioner and client needs
• Identify and coordinate staffing needs for special projects
• Participate in orientation programs of newly hired practitioners, specialists, and business professionals, as needed

General responsibilities:

• Work effectively and collaboratively as a team leader and member
• Work within the guidelines of established IP principles and practices
• Interpret, clearly communicate and effectively enforce policies and procedures
• Maintain high standards for internal/external client service and quality control
• Inspire and lead in a way that gets the best contribution from a wide range of team members
• Champion and promote diversity, equity and inclusion initiatives to help drive positive change
• Prepare and deliver oral and written communications that are concise and convey enthusiasm and innovative thinking
• Nurture new ideas and concepts. Identify, lead and manage innovative approaches to business challenges and work with IP management, Patent Leadership Committee (PLC), BPC and other departments to evolve operations and system processes that increase efficiency and mitigate risk
• Moderate and facilitate meetings comprised of IP partners, associates, practice group professionals and other administrative business professionals; set and manage realistic expectations for project deliverables; put ideas into a practical context and coordinate efforts of multi-disciplinary teams to meet project deliverables
• Continuously review productivity and efficiency of business professionals; recommend educational opportunities to provide training that will enhance employee performance
• Provide day-to-day supervision of direct reports, ensure compliance with assigned work hours and monitor for compliance with all firm and department policies. Manage staffing coverage, review and process time logs
• In collaboration with immediate supervisor, participate in hiring, performance appraisals, counseling, termination and other employee lifecycle events
• Apprise Director of IP Services of all exempt and non-exempt business professional performance problems
• Prepare and maintain detailed and timely performance counseling notes
• Recommend and implement process improvements and changes directed to increasing efficiency and improving service levels
• Immediately report all risk management-related concerns following proscribed risk reporting process detailed in the relevant Patent or Trademark policies and procedures, typically contained in the Policy & Procedure Manual
• Provide backup to IP management team members, as required
• Independently manage and work collaboratively on special projects
• Maintain department procedure manuals
• All other duties as assigned or required

Skills & experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Ability to travel, as required
• 5+ years experience in an IP-related role
• Project management experience
• Experience in docket system utilization, data management, and docket integrity and control using Inprotech or comparable IP docketing system

Preferred:

• Bachelor's Degree
• 5+ years supervisory experience in a professional services or