IP Docket Manager

IP Docket Manager

Thompson Hine LLP, an AmLaw 200 firm consistently recognized for innovation, inclusion, and a 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 in the following locations:
Atlanta, Cleveland, 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.

• 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.

• Recruit, 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…