Docketing Manager Jobs in Chicago, IL (NOW HIRING)

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The Intellectual Property (IP) Docketing Manager is responsible for overseeing the IP docketing function across all relevant practice areas (e.g., patents, trademarks, copyrights, and related proceedings) and manages the day-to-day operations of the IP docketing team, including workload allocation, quality control, process improvement, and staff development. The IP Docketing Manager ensures the accuracy, timeliness, and consistency of all docketing activities in support of attorneys, paralegals, and clients, while maintaining strict adherence to firm policies and applicable rules and deadlines.

Essential Responsibilities:

• Lead and manage docketing staff by assigning work, monitoring workload, setting team priorities, and supporting the development and upskilling of docketing professionals.

• Recruit and onboard new team members; provide ongoing training; approve timecards and leave requests; coordinate backup coverage; conduct performance reviews; and work with HR to address personnel matters.

• Design and lead audit initiatives by delegating audit tasks, reviewing results, identifying gaps, and driving corrective actions.

• Ensure the accuracy, consistency, and timeliness of docketing activities across the team.

• Generate, review, and interpret metrics reports (e.g., volume, turnaround times, past-due items, error rates); identify trends; and present key findings and risks to leadership.

• Review country law and practice materials; perform or coordinate research on deadlines and rule changes; and partner with IP Operations to update docketing rules and procedures.

• Collaborate with IP Operations to manage and maintain docketing rules, templates, and standard operating procedures (SOPs), ensuring alignment with firm and client requirements.

• Serve as a subject matter expert on IP procedures, regulations, and docketing best practices.

• Partner with multiple departments to support and enhance firm workflows.

• Oversee IP portfolio intakes and transitions (including new client portfolios, lateral attorney moves, and client exits), ensuring accurate setup, mapping, and transfer of data in the IP management system (IPMS).

• Coordinate and deliver IP management system and docketing onboarding for attorneys and staff, including system training, introductions to the docketing team, and guidance on effective collaboration; support offboarding activities as needed (access removal, handoffs, and process reminders).

• Maintain strict confidentiality of all firm and client information.

Required Knowledge, Skills, and Abilities:

• Demonstrated leadership skills with the ability to inspire, develop, and retain a high-performing team while fostering a collaborative culture.

• Comprehensive knowledge of trademark and patent prosecution from inception through completion.

• Ability to communicate effectively with staff, attorneys, IP Operations, Practice Management, and firm leadership, supported by strong organizational, writing, and proofreading skills.

• High level of professionalism, sound judgment, and discretion.

• Proven track record of delivering high-quality client service to both internal and external clients.

• Ability to multi-task, work independently with minimal supervision, and perform under pressure while maintaining high-quality results in a fast-paced environment.

• Exceptional attention to detail and accuracy.

• Strong analytical and problem-solving skills, with resourcefulness in addressing complex issues.

• Ability to collaborate effectively across practice groups, offices, and cross-functional teams.

• Commitment to continuous learning and staying current on industry trends and developments in intellectual property rules and regulations.

• Flexibility and adaptability in managing changing assignments, priorities, and business needs.

• Excellent interpersonal, verbal, and written communication skills.

• Demonstrated success in meeting multiple deadlines and managing competing demands.

• Strong organizational, prioritization, and project management skills to streamline processes and improve efficiency.

• Skilled at building and maintaining productive internal and external relationships; effective both independently and as a collaborative team member.

• Proactive mindset focused on innovation, process improvement, and optimizing service delivery.

• Exceptional leadership, strategic thinking, and time management capabilities.

• Ability to balance multiple priorities, remain composed under pressure, and adapt to shifting demands.

• Strong commitment to client service, ethical conduct, and alignment with firm values.

• Demonstrated ability to self-manage and work effectively in remote, hybrid, and in-office environments.

Required Education:

• Bachelor's degree or any combination of training, education and experience that demonstrates the ability to perform the duties of the position.

Required Qualifications:

• Minimum five (5) years of progressive Intellectual Property management experience overseeing a team of docketing professionals.

• Experience working with database file management systems, such as iManage.

• Prior experience in a law firm environment.

• Proficiency in project management and change management methodologies.

• Proficiency in IP Management Systems, such as Anaqua and PATTSY.

• Proficiency in Microsoft Office applications, including Outlook, Word, Teams, Excel, and PowerPoint.

The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.

This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.

This position description does not constitute a written or implied contract of employment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

By applying for this position, you agree and understand that Troutman Pepper Locke will process your Personal Information pursuant to the terms of our Worker and Applicant Global Privacy Notice. If you have questions about our data handling practices, or you are a resident of California, the United Kingdom, or the European Union and wish to exercise your privacy rights, please contact us at privacy@troutman.com.

Equal Employment Opportunity
Troutman Pepper Locke adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.