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Legal Database & Grants Administrator
Legal Database & Grants AdministratorCatholic Charities of Baltimore • Baltimore, MD, US
Legal Database & Grants Administrator

Legal Database & Grants Administrator

Catholic Charities of Baltimore • Baltimore, MD, US
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  • [job_card.full_time]
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Legal Database & Grants Administrator

The Esperanza Center is a comprehensive resource center whose mission is to welcome immigrants by offering hope, compassionate services, and the power to improve their lives. Since 1963, immigrants from all over the world have trusted the Esperanza Center to help them navigate life in a new country. Our dedicated staff and volunteers provide services related to education, healthcare, immigration legal matters, family reunification for unaccompanied immigrant children, and general community support to thousands of immigrants each year.

Catholic Charities of Baltimore, Esperanza Center, is seeking a Legal Database & Grants Administrator, who will support the effectiveness and compliance of Immigration Legal Services (ILS) at the Esperanza Center. In collaboration with ILS leadership, this role ensures data integrity in the Equifax LawLogix system, leads grant and contract reporting, and helps maintain funder compliance. Serving as a primary liaison to funders on data matters, the Administrator strengthens external partnerships, contributes to agency-wide data initiatives, drives continuous improvement in data practices, and supports program accountability through accurate, timely, and compliant reporting. The work schedule is Monday - Friday, Hybrid - At least 3 days in office.

Job Duties & Responsibilities :

  • Serves as the primary point of contact for the Equifax LawLogix legal database, ensuring accurate information dissemination, timely reporting, and consistent system functionality for program and management teams, accountable for system oversight, issue resolution, and user support.
  • Oversees the ILS-specific data system and lead related data initiatives, serving as the primary liaison with Catholic Charities IT and external vendors to implement and enhance system capabilities.
  • Reviews and tests LawLogix system upgrades, to ensure data integrity, user functionality, and seamless integration with existing workflows. Collaborates with Catholic Charities IT and external vendors to troubleshoot and resolve data system issues in a timely and efficient manner.
  • Manages and oversees the extraction, cleaning, and synthesis of data from LawLogix and other internal systems to ensure accurate and timely delivery of funder reports, internal performance dashboards, audits, and program evaluations, accountable for data integrity and compliance with reporting requirements.
  • Supports the preparation, analysis, and submission of grant and contract reports, providing oversight of quantitative data and supporting narrative development in collaboration with the Managing Attorney and program staff.
  • Maintains and manages the funder reporting calendar to ensure timely and accurate submission of all required reports, deliverables, and documentation.
  • Acts as a liaison with funders regarding reporting, data requests, and compliance inquiries, ensuring timely and accurate responses.
  • Supports the Managing Attorney in ensuring compliance with grant and contract requirements, including documentation management and coordination of communications with funders.
  • Partners with program leadership to standardize data practices across Immigration Legal Services (ILS) grant programs and service streams.
  • Performs other duties as assigned.

Education & Experience Requirements :

  • Associate's degree in Information Technology, Paralegal Studies, or a related field is required.
  • Three (3) years of relevant experience in Legal Services, Human Services, Business Administration, or a similar discipline working at an expert level with a case management database system, including at least one (1) year in a legal services setting, with a solid understanding of core concepts, terminology, and principles.
  • Experience with legal case management systems such as Equifax LawLogix (preferred).
  • Demonstrated in-depth knowledge of nonprofit grant and contract compliance standards, with proven experience ensuring adherence to reporting requirements, funder guidelines, and regulatory expectations.
  • An equivalent combination of education and experience may be considered.

    • Required Skills & Abilities :

  • Bilingual in Spanish and English, with advanced written and spoken skills preferred, offering effective communication across diverse populations.
  • Shows accountability through consistent punctuality, dependable attendance, and the ability to work independently with minimal supervision.
  • Demonstrates excellent verbal and written communication skills, ensuring clarity and effectiveness, including the ability to draft grant reports, summaries, communications with funders and translating technical concepts into clear, understandable language for staff and stakeholders.
  • Effectively prioritizes tasks, delegates as appropriate, and applies strong planning, organizational skills, and attention to detail to ensure accuracy, efficiency, and optimal workflow.
  • Effectively connects with individuals from diverse backgrounds while inspiring and engaging staff to foster motivation, teamwork, and compassionate service.
  • Demonstrates discretion and professionalism in all situations, maintaining confidentiality and integrity.
  • Requires proficiency in using computer systems and software to perform job function, including but not limited to, basic Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook. Required knowledge of other Microsoft Office applications, such as Word, Excel PowerPoint, Teams, and OneDrive.

    • Physical Requirements & Work Environment :

  • Hybrid work options are available, contingent upon business needs and performance expectations in alignment with the Agency's policy.
  • Moving about to accomplish tasks or transitioning between different work sites, which may involve walking, standing, or traveling to various locations as required by the role.
  • Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role.
  • Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding.
  • Repetitive motions involving the wrists, hands, and / or fingers, including tasks such as typing, data entry, or handling small objects. These repetitive activities may occur throughout the workday and require attention to ergonomics to ensure comfort and minimize strain.
  • Assessing the accuracy, neatness, and completeness of assigned work to ensure it meets quality standards and adheres to established guidelines.
  • Hearing and vision abilities, with or without correction, sufficient to drive safely and effectively observe and communicate with others.

    • We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to :

  • Health / Dental / Vision
  • Vacation / sick / holiday pay
  • 403(b) Retirement Plan with a discretionary employer contribution
  • Tuition Advancement
  • Paid Parental Leave

    • Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise.

    Catholic Charities is an equal opportunity employer.

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