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Vaco Indianapolis has partnered with a client in downtown Indianapolis looking for a Docketing Manager! If you feel you would be a good fit, apply today!
This position is NOT remote.
Experience with CompuLaw is highly preferred but not required!
Duties and Responsibilities:
- Serves as a first level response to questions and problems from the docketing team, attorneys, and staff to enable the Docketing Department and IP Practice to function in a consistently productive manner.
- Responsible for the overall accuracy and completeness of the docketing of documents that are received from government agencies, including the U. S. Patent and Trademark Office, WIPO, foreign associates (and all others), within the requirements set by the Code of Federal Regulations, Rules of Practices, and/or clients.
- Maintains a thorough knowledge of the docket database to create specialized reports and make appropriate changes as necessary.
- Organizes, delegates, and provides follow-up on the performance of routine and more complex assignments by working closely with the docketing staff and management.
- Ensures daily quality checks are in place to review critical docketing data and coordinates periodic data audits.
- Maintains regular communication with attorneys and administrative staff to receive feedback, perceptions of docketing quality, and suggestions for improvement; works in coordination with IP leadership team to implement improvements.
- Regularly reviews team processes to identify new ways to increase both efficiency of the docketing process through improved workflows, automation or other technology and accuracy of data through data validation tools, second eye checks and periodic audits.
- Ensures team members are developing the skills and knowledge to carry out their roles effectively, identifying skill gaps and implementing necessary training to ensure a consistent approach is maintained across the team.
- Assesses current processes and procedures with a focus on leading and coaching the team.
- Identifies opportunities for improvement that result in enhanced risk mitigation and increased effectiveness.
- Partners with internal and external subject matter experts to continuously update docketing standards.
- Oversees the integrity of the docket database, which includes accuracy and compliance with the Rules of Practice as governed by government agencies.
- Establishes and maintains effective working relationships with IP technology and services vendors.
- Maintains knowledge of trends, developments, and legislative rulings impacting trademark administration; keeps up to date on USPTO procedural changes; performs research to clarify trademark rules; and serves as an internal expert on IP procedures and regulations.
- Leads special projects related to attorney and client onboarding/off boarding, portfolio reviews and RFP's.
- Responsible for the compilation of information for the Docket Manual and for the accuracy and completeness and maintenance of the Manual.
- Works closely with each office to coordinate the workflow to expedite the transfers of applications without causing risk to the IP Practice
- Identifies policies and procedures that can be improved and suggests operational enhancements of the Docket Department; documents and communicates changes to docketing policies and procedures to management.
- Sets performance expectations and measurements for the docketing department staff.
- Works within the guidelines of established IP principles and practices.
- Immediately reports all risk management-related concerns to management.
- Maintains high standards for internal/external client service and quality control.
- Nurtures new ideas and concepts. Identifies, leads, and manages innovative approaches to business challenges and works with firm leadership to evolve operations and system processes that increase efficiency and mitigate risk.
- Recommends and implements process improvements and changes directed to increasing efficiency and improving service levels.
- Performs other duties as assigned by Firm leadership.
Qualifications:
- Bachelor's degree required.
- At least 5 years' experience working with intellectual property docketing systems and management. Experience with Foundation IP a plus.
- Proficiency in various docketing applications. Prior experience with sophisticated IP docket software required (e.g., Inprotech, CPI, Patricia, Foundation IP, IP Manager).
- Experience researching IP status and history in PTO databases, including USPTO systems (PAIR, EFS, TSDR, TEAS), WIPO Patentscope and Madrid Monitor, the EPO Patent Register, and EUIPO eSearch, as well as public databases in other jurisdictions.
- Working knowledge of rules according to USPTO procedures, 37 C.F.R., and the Manual of Patent Examining Procedure (MPEP) rules.
- Ability to work effectively and collaboratively as a team leader and member.
- Ability to interpret, clearly communicate, and effectively enforce policies and procedures.
- Ability to independently manage and work collaboratively on special projects.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco's HR Notice at Collection for California Applicants and Employees .
- Virginia residents may access our state specific policies .
- Residents of all other states may access our policies .
- Canadian residents may access our policies in English and in French .
- Residents of countries governed by GDPR may access our policies .
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual's skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.