IP Docket ManagerThompson Hine LLP • Dayton, OH, US
IP Docket Manager
Thompson Hine LLP • Dayton, OH, US
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job_description.job_card.job_descriptionRecruit, onboard, coach, mentor and retain a talented team of IP Docket professionals; set clear performance expectations, conduct annual reviews, and manage workload allocation, timekeeping, and coverage. Foster an inclusive, collaborative culture that values continuous learning, open communication, relationship-building, and recognition of individual and team contributions. Develop succession plans and career-development roadmaps to ensure bench strength and knowledge continuity and professional development opportunities. Oversee all IP docketing functions, partnering with IPMS vendors to maintain data integrity, automate reminders, and generate real-time metrics. Serve as system owner / admin for the Firm's IPMS (e.g., CPI, PATTSY), including configuration, rulesets, deadline calculators, user profiles, permissions, and data integrity protocols. Establish, document, and enforce written policies, SOPs, and productivity standards; drive continuous improvement therein. Support the Patent & Trademark Procedures Committee and other firmwide initiatives focused on innovation and client service. Partner with management to prepare annual budgets, justify capital and head-count requests, and manage vendor relationships. Evaluate departmental resource utilization and recommend staffing models, outsourcing, or technology solutions to optimize profitability without compromising quality. Support business-development efforts by assisting with RFP responses, pitch materials, and value-added service proposals. Define and track KPIs such as on-time docket rate, first-pass accuracy, exception rate, task turnaround, SLA adherence, backlog, and migration reconciliation; publish actionable dashboards to practice leadership. Define and implement processes for onboarding new portfolios of Patents and Trademarks including steps to verify data quality, accuracy of calculated deadlines, validation with country and 3rd party data sources and more. Define and implement procedures for project work, ensuring appropriate prioritization, resource allocation, communication with stakeholders, quality assurance and more. Email-to-Workflow Migration : Design, pilot, and roll out IPMS task queues to replace certain email-based communication between attorneys, paralegals, legal assistants, and docketing. If possible, decommission legacy inboxes with a clear change-management plan. Policy Library : Publish a controlled, searchable SOP library with versioning, RACI ownership, and training modules. Data Quality Program : Implement routine audits, exception reporting, and reconciliations with official sources (USPTO / WIPO) to raise accuracy and trust in Docket data. Conversion / Implementation Readiness : Complete migration scoping (data model mapping, cleansing rules, test scripts, cutover plan) and drive UAT and sign-off with stakeholders. Minimum 8 years of IP docketing experience across U.S. and foreign patent / trademark matters Minimum 5 years leading or supervising an IP docketing team. Expert command of U.S. patent rules, PCT procedures, EPO guidelines, and major foreign-filing requirements, including recent USPTO rule changes. Demonstrated expertise administering IPMS (Preferred CPI and PATTSY), including rules, workflows, permissions, and reporting. Hands-on IPMS conversion / implementation experience (data mapping, cleansing, migration, testing / UAT, cutover, and stabilization). Proven ability to author and enforce policies / SOPs; strong process design / optimization skills. Proficiency with USPTO Patent Center and similar platforms and familiarity with annuity / maintenance platforms. Proven ability to lead through change, prioritize competing demands, and deliver accurate work under tight deadlines in a fast-paced environment. Advanced skills in Excel for data analysis and portfolio onboarding as well as experience with NetDocuments or iManage DMS and Aderant or Elite 3E Financial Management Systems, as well as Intapp Open matter intake workflow system. Excellent communication, stakeholder management, and change-leadership skills; ability to train and upskill mixed-tenure teams in a fast-paced environment. Mid-Senior level Full-time Legal, Consulting, and Business Development Law Practice, Legal Services, and Business Consulting and Services
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Thompson Hine LLP, an AmLaw 200 firm consistently recognized for our Innovation, Inclusion, and collaborative culture, is seeking an experienced, systems-savvy IP Docket Manager to lead day-to-day docket operations across domestic and international patent and trademark matters to join our team in the following locations : Atlanta, Cleveland, Columbus, or Dayton
The ideal candidate brings deep, hands-on expertise with implementing and maximizing the value from leading IP Management Systems (IPMS) such as CPI, PATTSY, AQX Law Firm, Symphony or Foundation IP. The manager will mentor and develop a diverse team with a wide range of tenure and skill sets and will play a central role in IPMS conversions / implementations, data quality, and change management.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES
- Lead, coach, and evaluate docket professionals across experience levels; set expectations, conduct timely reviews, and build individualized development and cross-training plans.
- Allocate workloads, assign queues, and manage coverage to meet service levels and ensure statutory deadlines are met.
- Collaborate with IP Paralegals, Director of Paralegals, IP Practice Group Leader, Director of Business Intake and others to continuously improve IP Docket's role in prosecution processes, workflows, and training programs, including through facilitation and execution of strategic planning.
- Monitor deadlines, progress, and quality of work generated by the IP Docket team, ensuring timely and accurate entries, including establishing and managing a quality assurance program.
- Serve as the primary contact with the IPMS vendor to maximize value from software tools.
Leadership & Team Development
Operational Management
Key Near-Term Priorities (First 6–12 Months)
REQUIRED QUALIFICATIONS
Education, Training and / or Experience
Knowledge, Skills, and Abilities
Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).
Thompson Hine EEO Policy
Seniority level
Employment type
Job function
Industries
Thompson Hine LLP is an Equal Opportunity Employer that offers competitive wages, and a robust benefits package. Benefit offerings include, but are not limited to, medical, dental, and vision insurance as well as Paid Time Off (PTO).
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Manager • Dayton, OH, US
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