Legal Technology & Contract Management Systems Administrator

About the role

The Legal Technology & Contract Management Systems Administrator (the "Administrator") is the primary technical owner and lead administrator of the enterprise-wide contract management system ("CMS") and is responsible for the day-to-day operation, configuration, support, and continuous improvement of the platform.

Responsibilities

• Serve as the enterprise system owner and lead administrator for the Contract Management System (CMS).
• Configure, maintain, and optimize CMS functionality, including workflows, templates, permissions, routing rules, fields, integrations, and system enhancements.
• Execute high volume, time sensitive workflow updates and system changes while ensuring data integrity, consistency, and alignment with legal and business needs.
• Perform troubleshooting, testing, quality assurance, and ongoing system improvements.
• Manage CMS user access, roles, training materials, and documentation; act as the primary support point for CMS users.
• Diagnose, debug, and resolve CMS and legal technology issues, including workflow errors, permission problems, data inconsistencies, integration failures, user-reported defects, and system configuration issues.
• Administer and support other Legal & Compliance technology platforms (e.g., matter management, e-billing, document execution and related tools).
• Coordinate integrations, migrations from legacy systems, and routine platform enhancements in partnership with IT.
• Oversee day-to-day operational health of legal technology tools, including vendor coordination and issue resolution.
• Provide end user support, guidance, and training for CMS and related legal technologies.
• Maintain Legal & Compliance technology content and internal webpages updated to ensure accuracy and usability.
• Support Legal & Compliance operational initiatives by identifying and implementing technology driven process improvements.
• Coordinate and support technology related projects aligned with department priorities.
• Prepare and maintain system metrics, reporting, and performance indicators for Legal leadership.
• Manage multiple concurrent requests in a fast paced environment while maintaining strong attention to detail and responsiveness.
• Communicate effectively with technical and non-technical stakeholders.
• Lead or support additional initiatives and special projects for the Legal & Compliance department as needed or assigned.
• Perform quality assurance reviews as required.
• Manage user access to the applicable technologies.
• Review and resolve tickets/issues raised via the Cherwell system regarding the technologies implemented by L&C.
• Aid in the build of Application Programming Interfaces (APIs), as needed, to ensure integration among the technology systems.
• Build workflows and amend thousands of existing workflows within the CMS.
• Lead CMS, MMS, and Visual Compliance training sessions for Volunteers and staff, as applicable.
• Assist, as requested, with the creation of L&C presentations, including those regarding the CMS, MMS, or RMS, to the various stakeholders.
• Manage user access to the applicable technologies.
• Manage L&C department metrics, benchmarking, and reporting.
• Drive L&C professional development technology tools, including the development and delivery of initiatives that promote collaboration and knowledge sharing.
• Prepare, manage, and communicate key performance indicators to the General Counsel and the L&C team.
• Lead special projects in support of the L&C team as requested.

Qualifications

• Bachelor's degree or equivalent experience required.
• 4-7 years project management experience working with senior executives to ensure the efficient and effective operation of a department is required.
• Experience in a legal environment, law firm, or corporate legal department is required.
• Experience in the legal operations field is required.
• Demonstrated ability to manage numerous projects simultaneously, including the ability to articulate strategy, frame and interpret issues, apply influencing skills for positive change where needed, act with integrity, and execute tactically is required.
• Demonstrated ability with software applications, including Excel and SharePoint, and the ability to quickly understand and communicate technical concepts to others is required.
• Meticulous attention to detail and discretion as well as strong communication skills, good judgment, and a sense of urgency is required.
• Demonstrated ability to independently debug system issues, perform root-cause analysis, test fixes, document findings, and coordinate with IT or vendors when escalation is needed.
• Demonstrated ability to analyze metrics, using tools such as Tableau and/or SQL strongly preferred.
• CAP (Certified Administrative Professional) certification preferred.

Skills and Requirements

• Strong problem solving skills, highly organized and detail-oriented.
• Adept at reviewing, analyzing and reporting on voluminous and varied data.
• Ability to apply technologies to gain acceptance of ideas or plans.
• Ability to actively identify new areas for learning.
• Outstanding command of MS Office applications, especially MS Word, Excel, and PowerPoint, and other technological associated programs.
• Outstanding communication skills and strong interpersonal and client service skills.
• Ability to build relationships and interact with members/volunteers, all levels of staff, external vendors, and other clients and representatives.
• Demonstrated ability to balance multiple tasks and effectively prioritize and anticipate needs.
• Ability to rely on established procedures and guidelines, historical practice, experience, and personal judgment to make decisions and resolve problems.
• Extremely responsive, available, and reliable to quickly address the needs of all stakeholders.
• Working knowledge of system integrations, APIs, single sign-on, data feeds, and vendor-managed platforms, including the ability to monitor integrations, identify failed data transfers, review error messages, test fixes, and coordinate with IT, vendors, and business owners to resolve issues.
• Strong technical troubleshooting and debugging skills, including the ability to reproduce issues, analyze system behavior, identify root causes, and implement or coordinate timely fixes.

Physical, Mental & Work Environment Standards

Office positions at IEEE are generally performed within an office environment whose duties are primarily performed behind a desk at an IEEE location. Employees in these positions frequently operate a computer, read and write, and interact with others in person, over the phone, and via other devices. They move about within the facility in which their office is located to access file cabinets, documents, office machinery, and other equipment. They also travel within the facility in which their office is located and to locations outside of the facility, to attend meetings, trainings, events, and other business activities. Persons in these positions frequently lift, carry, push and/or pull objects weighing up to 10 lbs. They also occasionally move objects weighing up to 20 lbs., and sometimes, but rarely, up to 50 lbs. Persons holding these positions must have strong communication and organizational skills, and an ability to interact and work with others. They must be able to work under time constraints and deadlines.

Persons holding office positions are generally subject to inside environmental conditions having the lighting, temperature, and noise of an open floor-plan office environment. To ensure that individuals with disabilities have equal access to employment opportunities, the IEEE is committed to providing reasonable accommodations to qualified employees and applicants with disabilities unless to do so would cause undue hardship. IEEE HAS THE SOLE RIGHT TO MODIFY, INTERPRET, AND APPLY THESE STANDARDS. THESE STANDARDS ARE NOT THE ONLY DUTIES OR REQUIREMENTS REQUIRED OR DEEMED ESSENTIAL FOR THE POSITIONS TO WHICH THEY APPLY. THESE STANDARDS DO NOT CONSTITUTE A CONTRACT OF EMPLOYMENT OR OTHERWISE, AS ALL EMPLOYMENT RELATIONSHIPS AT IEEE ARE “AT-WILL.”