Intellectual Property Operations Manager

Job Summary:

We are seeking a highly skilled IP Operations Manager to oversee the day‑to‑day operations of our IP prosecution practice and play a key role in helping drive the strategic business goals of our broader Intellectual Property group. This leadership role partners closely with IP practice leadership, attorneys, and business support teams to ensure that our operational structure, processes, and technology solutions support innovation, efficiency, and exceptional client service.

The ideal candidate brings deep experience in patent and trademark prosecution operations, strong team leadership capabilities, and the ability to execute both tactical and strategic initiatives in a fast‑paced legal environment.

    ***Salary in the range of $100,000 - $150,000 dependent on location and experience level***

Essential Job Duties:

Operational Leadership & Strategy:

• Partner with practice leadership to define and execute the operational strategy for the IP Practice.
• Develop and implement multi‑year operational roadmaps aligned with firm priorities.
• Collaborate with partners and practice leaders to anticipate client and business needs, ensuring operational readiness and consistency across the IP practice.
• Represent the firm in relevant industry groups and stay current on developments in IP law, operations, and technology.

Process Improvement & Workflow Management:

• Standardize, document, and maintain best‑practice procedures for application/file management, docketing and deadlines, billing procedures, and client communications.
• Evaluate and improve workflows, staffing models, resource allocation, and operational efficiencies.
• Lead change management for new technologies, processes, and organizational structures.
• Oversee quality control, including file, docket, and database audits, ensuring data integrity and compliance with patent and trademark rules and client guidelines.

Technology & Knowledge Management:

• Oversee the evaluation, implementation, and optimization of patent and trademark operations systems and tools, in collaboration with IT, KM, and practice leadership.
• Build and maintain a central repository for procedures, training materials, templates, reporting letters, and filing checklists.
• Monitor and report operational metrics and KPIs; develop reports and presentations on performance, insights, and recommendations.

People Leadership & Talent Development:

• Provide leadership and oversight of docketing and IP administrative support teams.
• Mentor and develop team members; promote a culture of accountability, continuous improvement, and client service.
• Manage team workloads, balance assignments, and oversee staffing transitions, including recruiting and onboarding.
• Support attorney integration, professional development and inclusion initiatives across the practice.

Vendor & Cross‑Functional Collaboration:

• Manage relationships and contracts with third‑party vendors and service providers supporting IP prosecution; ensure value and adherence to standards.
• Collaborate with internal business services teams – including Finance, IT, HR, Risk Management, Knowledge Management, Business Development – to support practice goals and firmwide initiatives.

Financial & Business Management:

• Assist Practice Group Director with review and analysis of practice financial reports.
• Track expenditures against budgets; recommend corrective actions and efficiencies.
• Produce and deliver reporting on performance trends and operational insights.
• Lead monthly IP staff meetings; organize practice meetings and retreats, including agenda/materials and follow‑through on action items.
• Facilitate transparent communication across the practice group to identify improvement opportunities and implement solutions with the Practice Group Director.

Special Projects:

• Support the Practice Group Director and practice leadership on special projects as assigned.

Minimum Requirements:

• Bachelor’s degree required
• Minimum of 2 years of experience in a law firm or other professional services firm strongly preferred.
• Minimum of 5 years of experience in complex IP administrative duties related to filings, workflow, docketing, etc.
• Superior understanding of U.S. and foreign patent and trademark prosecution processes, docketing systems and patent and trademark operations infrastructure.
• Demonstrated experience in building and scaling operational systems for patent and trademark prosecution teams.
• Ability to assist support staff with issues relating to use of Microsoft Office Suite, PTO systems and other software 
  1. Proficiency in Microsoft Office Suite.
  2. Proficiency in PTO systems, including EFS, EPAS, PAIR, TEAS and TESS.
• Proven ability to lead multi-disciplinary teams in a complex, fast-paced environment.
• Exceptional communication and influencing skills, with the ability to engage effectively across all levels of the organization.
• Strong analytical and financial acumen, with experience interpreting and leveraging operational data to drive decisions.
• Ability to lead through change, inspire high performance, and foster a collaborative, high-trust culture.
• Strategic mindset with the ability to anticipate business needs and develop long-term solutions.
• Commitment to client service excellence and continuous improvement.
• Exceptional written, verbal, and organizational skills.
• High level of discretion and professionalism when handling confidential information. 
• Must be able to complete all essential job duties 

Other Requirements:

The requirements described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equipment Operated:

This position requires extensive use of a computer and telephone. This position also requires the use of printing, copying, faxing and scanning equipment.

Physical Requirements: 

While performing the duties of this job, the employee is occasionally required to sit; stand; talk; see; and hear.  

Mental Requirements:

Ability to communicate effectively, verbally and in writing, with a diverse group of people.

Work Environment:

While performing the duties of this job, the employee may be exposed to weather conditions while traveling.  The noise level in the work environment is usually moderate.

The above statements are intended to describe the general nature and level of work being performed in this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. 

Benefits provided include: Paid time off, Health insurance, Vision and Dental Insurance, 401k (with an employer match), life insurance, and many others.  Please reach out for a comprehensive list of benefits provided. 

Ice Miller is committed to recruiting, developing and retaining talented attorneys and professional staff from all backgrounds. To succeed, we take great pride in a culture where everyone at Ice Miller feels respected, is treated fairly and has the opportunity to perform to their highest potential.

Candidates must have permanent authorization to work in the United States. 

Ice Miller LLP is an Equal Opportunity Employer.