IP Administrator

The IP Administrator provides patent prosecution support to one or more attorneys and/or technology specialists.  The IP Administrator’s responsibilities include: preparing legal documents associated with assigned practice area; maintaining practitioner’s docket, files, and data integrity; interacting with clients and related personnel; serving as a liaison between practitioner and internal team members or departments; and performing other duties as necessary.


  • Assists assigned practitioners with various aspects document production, letter drafting, and providing general support of their dockets. 
  • Independently prepares legal documents, reports, and correspondence associated with assigned practice area for practitioners and/or clients.
  • Prepares and files documents with U.S. and foreign intellectual property offices and U.S. courts, as applicable to assigned practice area. At more advanced levels, may contact intellectual property offices or courts directly to facilitate filing and communication.
  • Oversees and maintains the integrity of electronic data relating to clients’ intellectual property or litigation in accordance with firm policy and procedure.
  • Organizes and maintains paper and electronic files relating to clients’ intellectual property or litigation in accordance with firm policy and procedure.
  • Reviews incoming correspondence including paper and electronic mail, facsimiles, docketed information, or client instructions and take necessary action.
  • Utilizes a range of software applications including Microsoft Outlook, Microsoft Word, Microsoft Excel, CPi (general case information and docketing database), Elite Enterprise (billing and records database), DeskSite (document management system), IPDAS (document generation and contact database), and other practice- or firm-specific applications. Learns new applications as needed. 
  • Communicates with clients and other professional contacts via telephone, electronic mail, and facsimile as necessary.
  • Coordinates with colleagues and/or departments to ensure completion of assigned tasks and other requests.
  • Researches and retrieves information for the completion of assigned tasks utilizing practice specific resources.  Such resources may include the firm Intranet, legal rules books (e.g., the MPEP, the TMEP, etc.), the United States Patent and Trademark Office website, court websites, etc.
  • Performs general administrative and support duties or tasks as required and requested. 
  • May guide, mentor, or be a resource for other practice administrators to enhance overall productivity of firm.
  • May manage projects, participate in pilot programs or take on additional responsibilities as needed.


  • Bachelor’s degree and minimum of two years of work experience in the field of intellectual property, or equivalent combination of education and work experience. 
  • Highly proficient in MS Outlook, Word, and Excel as well as basic computer and database management skills.
  • Exceptional oral and written communication skills and the ability to effectively communicate work flow and project updates.  
  • Strong time management, prioritization, problem-solving, and organizational skills and the ability to work effectively in a high pressure environment. 
  • Comprehensive understanding of assigned IP practice area (patent).
  • Expertise in supporting an  IP practice and an understanding about the complexities of business relationships both internally and externally. 
  • Possess comprehensive knowledge of legal terminology, rules, regulations, and procedures specific to assigned practice area.
  • Strong interpersonal skills and ability to work effectively with different levels of constituencies. 
  • Flexibility and capacity to respond calmly, efficiently, and effectively in stressful situations.
  • Punctual and reliable and able to meet set deadlines and work effectively under pressure.  
  • Ability to maintain confidentiality of matters and other firm business information.

To apply for this opening, please click here.

Physical Demands: The firm will strive to provide reasonable accommodations, as requested, to enable an employee with a disability to successfully perform this position in our office setting.  Frequent communication is an essential aspect of this position and employees must be able to exchange timely and accurate information in a variety of situations. This position may also encompass maintaining a stationary position for long periods of time (at least up to 50% of the workday) with occasional movement, as well as lifting and/or moving objects that weigh up to 25 pounds.  Other essential functions may apply and employees working remotely have the same or similar requirements. 

Work Environment: The office work environment of the firm is characteristic of the environment the job holder will encounter. In this typical office setting, an employee will encounter standard office equipment and any noise associated with that equipment. The noise level is usually quiet to moderate.  The office setting of Wolf Greenfield requires the ability to manage multiple work priorities along with frequent interruptions.