Position Description

Data Management Specialist
Req ID 8400
Location Chicago - Loop
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Summary: NIJC seeks a Data Management Specialist to analyze and maintain NIJC’s legal case management database, LegalServer. NIJC’s database is robust and complex, tracking over 10,000 cases annually, across nine different projects and in collaboration with almost 1,800 pro bono attorney partners.


The Data Management Specialist, in collaboration with the Director of Data and Systems Management, will support NIJC in identifying best practices for data maintenance and develop protocols for ensuring the consistency, accuracy, and completeness of the data NIJC collects in LegalServer.  The Data Management Specialist will develop data dashboards, reports, and other methods to analyze, compile, and present data in understandable formats for internal management and external reporting. The Data Management Specialist will also support the Director of Data and Systems Management in identifying and implementing new LegalServer features and other technology tools to enhance NIJC's delivery of legal services.  This position is remote or hybrid.


Essential Duties and Responsibilities:

  • Performs regular reviews to monitor data integrity for internal and regulatory compliance with funding requirements.
  • Develops regular reporting tools to assist internal users with program monitoring and evaluation.
  • Provides technical support, training, and assistance to internal users on LegalServer and other new technologies.
  • Develops guidelines for database training for staff and managers.
  • Develops policies and/or protocols for data entry and system use across multiple projects.
  • Collaborates with senior management, program leaders, and development team to optimize LegalServer to accurately report and tell the story of NIJC’s impact.
  • Assists the development and legal services teams in preparing reports for funders; maintains schedules for running funding reports and ensuring timely data entries.
  • Engages with national and statewide LegalServer stakeholder community.
  • Stays current on the use of technology in the delivery of legal services.
  • Other tasks that may be assigned.



  • Bachelor’s degree and three years of relevant experience required.
  • Proficiency in MS Office365 suite, specifically Excel, Outlook/Exchange; Windows operating systems required.
  • Experience with data analysis and visualization tools (e.g., Tableau or PowerBI) highly preferred.
  • Prior experience with LegalServer highly preferred.
  • Experience using case management systems in a legal aid or law firm environment preferred. 
  • Working knowledge of VisualBasic scripting in Excel helpful.
  • Working knowledge of APIs and data structures helpful.
  • Prior experience working in a legal services/aid organization, non-profit or government setting helpful.
  • Familiarity with Raiser's Edge, Salsa, JotForm, and other software routinely used by Heartland Alliance helpful.
  • Commitment to NIJC’s mission advocating for access to justice and human rights protections for all, particularly for immigrants and refugees.



  • Project Management  – Develops project plans and realistic action plans based on data-driven analysis; Prior experience in positions which demonstrated the ability to prioritize work and handle multiple responsibilities; Completes projects on time; Manages activities through timetables, metrics reporting, and visual presentation; Strong attention to detail, accuracy and presentation; Excellent analytical and evaluative skills
  • Relationship Management  – Communicates purposes, goals, timelines, and strategies clearly; Ability to work independently in a diverse workplace and within a dynamic environment; Ability to plan and execute training for users in all positions.
  • Written Communication – Excellent written communication skills; Varies writing style to meet needs; Presents numerical data effectively; able to read and interpret written information.
  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations.
  • Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.
  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events; Able to multi-task in a fast-paced environment.
  • Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with alternative plan; Good sense of humor.

Physical Demands: The physical demands here 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.

  • While performing the duties of this job, the employee is regularly required to talk and hear.
  • The employee is regularly required to sit, stand, and walk.
  • The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.


Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization’s AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.

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