IP Administrator- Patent Prosecution: Level II

The IP Administrator provides support to one or more practitioners which requires strong knowledge in domestic patent prosecution. The IP Administrator is responsible for 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. The IP Administrator operates independently and as a service-oriented team member who contributes positively to the department and firm.


  • Independently prepares legal documents, reports, and correspondence associated with assigned practice area for practitioners and/or clients.
  • Prepares and files documents with USPTO, as applicable to assigned practice area. 
  • Assists practitioners manage their dockets according to firm recommended practices and practitioner preferences. 
  • Oversees and maintains the integrity of electronic data relating to clients’ intellectual property in accordance with firm policy and procedure.
  • Organizes and maintains paper and electronic files relating to clients’ intellectual property in accordance with firm policy and procedure.
  • Reviews incoming correspondence including paper and electronic mail, facsimiles, docketed information, or client instructions and takes necessary action.
  • Demonstrates proficiency with 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. 
  • Uses exceptional communications skills to interact with various parties via telephone, electronic mail, and facsimile as necessary.  Consistently follows-up and maintains open lines of information-sharing with client(s), practitioners, and direct manager.
  • Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in a timely manner.
  • Researches and retrieves information for the completion of assigned tasks utilizing practice-specific resources.  Such resources may include the firm Intranet, firm training materials, legal rules books (e.g., the MPEP, etc.), the USPTO website, etc.
  • Acts as a resource for others to enhance overall productivity of the firm.
  • Participates in pilot programs and/or product deployments as needed.
  • Assists with testing of new and/or updated systems as needed.
  • Provides problem-solving research and feedback relating to new and/or revised procedures, workflow efficiencies, law and/or rule changes, group/department/firm initiatives, etc. as needed. 
  • Assists with guiding, mentoring, and training others as needed.
  • Assists and supports group/department manager with special projects/requests and/or additional direct practitioner support as needed.
  • Performs general administrative and support duties or tasks as required and requested. 
  • Takes on additional responsibilities as needed and assigned. 


  • Bachelor’s degree preferred. 
  • A minimum of three to six (3-6) years of patent prosecution experience in a law firm or corporate setting.   
  • Comprehensive knowledge of domestic patent prosecution procedural terminology, requirements, and workflow.  
  • Strong proficiency in MS Outlook, Word, and Excel as well as practice-, firm-, and/or client-specific programs (e.g., IPDAS, Desksite, Adobe, CMH).
  • Exceptional oral and written communication skills.  
  • Proven interpersonal skills and ability to work effectively with different levels of constituencies both as an individual contributor and in a team setting. 
  • Exceptional time management, prioritization, problem-solving, and organizational skills and proven ability to work effectively in a high-pressure environment. 
  • Highly flexible with a capacity to respond calmly, efficiently, and effectively in stressful situations.
  • Punctual and reliable and able to meet set deadlines and work effectively under pressure.  
  • Demonstrated ability to handle multiple tasks simultaneously, and able to prioritize tasks in a very efficient manner.
  • Strong analytical thinker.
  • Ability to maintain confidentiality of matters and other firm business information.

Location: Boston, MA; New York, NY or Remote 

The expected salary range for this position is $83,800 - $105,050 annually.  Actual pay will be determined based on experience and other job-related factors permitted by law. Wolf Greenfield offers a comprehensive benefits package. 

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.