AFD/Docketing/Ops Group Coordinator

Birch, Stewart, Kolasch & Birch, LLP, an internationally recognized intellectual property law firm located near the Mosaic District in Vienna, has an exciting opportunity for a motivated IP Docketing/AFD/Operations Group Coordinator in a high production and fast paced environment. . This is a supervisory, exempt position reporting to the IP Manager overseeing Docketing, AFD (new applications), and Operations departments. Position must reside in VA, DC, MD, or WV.

Position Summary

Assists in day-to-day supervision and guidance of the Docketing/AFD/Operations Department. Troubleshoot and provide resolution to problems, research errors and answer questions from the group. Serves as backup for Docketing/AFD/Operations Group Manager and oversee all staff members from Docketing/AFD/Operations departments. Perform quality review of items prepared, processed, submitted to the USPTO, and docketed items. Assists with the clearing of the daily master dockets including AFD dockets. Process day-to-day Docketing/AFD/Operations department tasks. Oversees workload and assign work to the entire group. The IP Docketing/AFD/Operations Group Coordinator will need to possess a comprehensive understanding of IP prosecution to oversee and provide support to the group. This position will need to communicate in various levels within the organization, use discretion and independent judgment in the absence of the manager.

Area of Duties and Responsibilities

• Assign tasks for all department staff. Including reassigning staff responsibilities during absence and in response to performance problems or fluctuations in department workload.
• Ensure tasks and emails are processed accurately and in a timely manner.
• Monitor and maintain all managed correspondence folders and ensure emails and accounts are appropriately and timely archived including all correspondence in paper.
• Provide input on workflows and templates frequently used by staff.
• Draft correspondence to client, foreign counsel, and others.
• Adhere to internal timetable for handling and clearing the firm and department dockets daily.
• Assist Docketing/AFD/Operations Group Manager in the hiring process of new staff.
• Assist with additional duties assigned by Docketing/AFD/Operations Group Manager.
• Provide new staff with detailed training, including overall department/firm policies and procedures.
• Maintain SOP and training materials for all department tasks.
• Act as primary conduit of information for the group on new department procedures and changes to production software and systems.
• Flexibility in schedule to meet business needs during busy periods or heavy workload and overtime is required.
• Provide coverage and ability to work after regular scheduled hours to ensure the firms final docket are cleared daily.
• Ensure to deliver excellent customer service to internal and external customers.
• Works closely with the group and Docketing/AFD/Operations Group Manager to assess strengths and weaknesses of the group and members including processes and procedures and provide resolution.
• Provide productivity metrics for each group member and report to the Docketing/AFD/Operations Group Manager.
• Provides group status reports to the Docketing/AFD/Operations Group Manager, which includes issues of attendance, performance issues and provide documentation for any discussions conducted and suggested resolutions.
• Docketing and quality review of all prosecution matters from new application filings until the application is patented and onwards.
• Entry of bibliographic information including new name information records of clients, assignees, foreign associates and/or contacts into firm IP Portfolio Management system.

• Coordinator is cross-trained 1) in rules and procedures regarding U.S. and International patent and trademark application filings and formalities 2) in docketing functions of U.S. and International patent and trademark to troubleshoot and provide resolution and guidance to the staff.
• Establish group standards for adhering to department policies and procedures for preparing, processing and docketing items.
• Distribute and monitor an equal and appropriate work assignments for the staff.
• Establish and coordinate amongst Team Leaders and create a more effective method of training both new and existing staff to increase efficiency and productivity without comprising the quality of work product.

Knowledge and Ability Requirements

Minimum

• Five (5) years of comprehensive U.S. Patent experience to include but not limited to: concentration in Patents and Trademarks both U.S. and International, filing all types of U.S. Patent applications and formalities and responding to USPTO Notices.
• Familiarity and/or exposure with docketing procedures related to all areas of intellectual property. This includes work done by IPLA’s and SPD. Also knowledge of billing procedures and workflows.
• Ability to provide leadership, counsel and motivation to staff.

• This position requires a flexible and diverse candidate to be able to handle and cover the responsibilities of all three areas within Docketing/AFD/Operations
• High data entry accuracy and excellent organization skills.

• Keen to detail, including neatness, accuracy, ability to multi‑task and work in a fast‑paced environment.
• Service‑oriented individual with enthusiasm for the challenges of providing complex services in a law firm setting.
• Well-rounded, approachable individual, able to effectively communicate with others in a professional setting.
• Excellent oral and written communication skills.
• Ability to forge relationships with management, colleagues and diverse clientele.
• Ability to follow and implement standard procedures for Docketing/AFD/Operations related functions.
• Ability to fully adhere to the firm’s confidentiality standards.

Education and Experience Requirements

Minimum

• Associate or 2-year College degree. Related work experience may be used in lieu of formal education.
• Knowledge and experience with administrative issues related to Intellectual Property and legal environment.
• Knowledge and experience using the USPTO Patent Center systems.
• Must possess extensive knowledge both in domestic and international patent and trademark procedures and regulations.
• Knowledge and experience with Microsoft Office Suite

Preferred

• Bachelor or 4-year College degree. Related work experience may be used in lieu of formal education.
• Paralegal Certificate
• Knowledge and experience with legal software such as Patricia, Elite 3E, CPI and other IP Portfolio Management systems.