Department Operations Specialist (IP)

Overview

Support IP department operations, finance, projects, and coordination.

Key Responsibilities

• project management
• budget forecasting
• metrics dashboards
• process improvement
• stakeholder liaison
• financial analysis

Tasks

-Assist Department leadership with the coordination of department initiatives, ensuring all projects are scoped, prioritized, and executed within established timelines and objectives. -Establish and maintain a project management cadence to track progress and share updates across relevant teams. -Support attorney and staff onboarding, offboarding, and integration processes to ensure seamless transitions. -Support the management and oversight of the Department budget, including forecasting, expense tracking, and variance analysis. -Create and maintain accurate operations metrics, dashboards, and reports to support data-driven recommendations and decision-making. -Support implementation of initiatives focused on technology adoption, process improvement, and client service enhancement. -Oversee department scheduling and coordinate department and practice group meetings, retreats, and planning sessions by preparing agendas, materials, and tracking follow-up actions. -Provide project updates to Department leadership, summarizing milestones, risks, and key results. -Partner with Director to prepare monthly, quarterly, and annual reports to Department and Firm leadership. -Serve as a key interface between the Department and administrative functions, ensuring alignment and clear communication and execution of priorities. -Act as a liaison between the Department and other firm departments such as Finance, HR, Innovation, Marketing, Recruiting, and Professional Development, to promote collaboration and alignment. -Collaborate with Finance and Accounting to ensure department budgets and expenditures align with firm financial goals. -Develop and maintain department and practice group calendars, meeting schedules, reporting cadences, and planning sessions to support engagement and accountability. -Work effectively as part of a geographically dispersed, multidisciplinary team, supporting both department and firmwide initiatives. -Conduct financial and operational analyses to identify trends, evaluate performance, and provide actionable insights for leadership. -Support development of project plans, manage progress tracking, and facilitate collaboration across teams to meet goals and achieve successful outcomes. -Partner with Director to design, implement, and enhance procedures, workflows, and reporting mechanisms that improve efficiency and performance.

Requirements

• budgeting
• analytical
• microsoft office
• power bi
• project management
• bachelor's

What You Bring

-Experience with budgets and financial reporting processes. -Excellent analytical skills, with the ability to interpret data, identify trends, and provide meaningful insights. -Strong written and verbal communication skills with a high level of precision and attention to detail. -Exceptional organizational and scheduling skills, with experience coordinating complex department calendars and priorities. -5+ years of experience in business operations, financial or data analysis, or project management, ideally within a legal environment (Intellectual Property experience a plus). -Bachelor’s degree required (Concentration in business, finance, or accounting a plus). -Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and familiarity with project management or reporting tools (e.g., Monday.com, Power BI, Smartsheet). -Experience with document management systems such as iManage and time and billing platforms preferred. -Strong project management skills, with the ability to manage multiple concurrent initiatives.

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About Polsinelli

-Founded in 1972 in Kansas City by three attorneys, Polsinelli began serving local business and real estate clients. -Over five decades it expanded via strategic hires—not large mergers—growing to 23 offices and establishing a footprint in markets like Philadelphia, Fort Worth, Park City, Miami, and Nashville. -Polsinelli built standout practices in healthcare, real estate, finance, technology, private equity, life sciences, litigation, and IP. -The firm tackles a wide range of high-stakes matters: from multi-state real estate financings and major healthcare regulatory work to patent litigation, corporate M&A, labor disputes, and cybersecurity. -Polsinelli positions itself as a 'daily and weekly' partner to mid-market corporate clients, emphasizing consistent presence and industry-focused counsel.

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