Impact and Learning Associate

Bay Area Legal Aid (BayLegal) is a non-profit law firm. Our staff provide free civil legal services to individuals and families living in poverty throughout the San Francisco Bay Area. Our community-based service model includes a wide range of access points, including legal hotlines, six physical offices, and community-based advocacy clinics and intake points. We practice in multiple inter-related legal substantive areas to prevent and stop homelessness, increase economic stability, protect low-income consumers, expand access to healthcare, and enhance safety for survivors of interpersonal violence. Our clients include the working poor, families with children, foster youth, seniors, immigrants, veterans, individuals impacted by the criminal and juvenile legal systems, and persons with disabilities. The core of our community-based practice is working alongside our individual clients to protect their legal rights, resolve immediate crises and remove legal barriers to long-term stability and escaping poverty. BayLegal is also uniquely positioned to identify patterns of illegal practices and engage in opportunities to protect the legal rights of low-income communities and increase efficiency and effectiveness of public services through broader advocacy and impact litigation.     

Job Summary: The Impact and Learning Associate is responsible for key aspects of the organization’s case management system, data quality, and reporting processes. This role coordinates user support, maintains accurate and consistent data, produces and analyzes reports, and provides training and guidance to staff on data systems and practices. 

Working collaboratively with program staff, the Associate monitors data quality and reporting practices, identifies and resolves data and system issues, and promotes effective and consistent use of the case management system. The Associate translates program data into reliable and actionable information that supports program operations, grant and contract reporting, compliance requirements, staff and team performance evaluation, and organizational decision-making. 

The Associate regularly accesses and analyzes sensitive and confidential client, employee, volunteer, and organizational information, including information related to individual and team performance and organizational operations. The position requires professionalism, discretion, sound judgment, and independent decision-making in managing data, maintaining appropriate system access, producing and validating reports, responding to data and system issues, and determining when matters require escalation or additional review. 

This role is well suited for someone who is detail-oriented, systems-minded, and comfortable exercising judgment and initiative while working at the intersection of data, systems, and program operations. 

Key Responsibilities: 

• Create, update, and maintain staff and volunteer profiles within the case management system, ensuring accurate records and appropriate management of confidential personnel information
• Coordinate support for staff using the case management system, ensuring timely and effective resolution of issues
• Troubleshoot system challenges and liaise with internal teams and external vendors
• Contribute to system updates, testing, and continuous improvement efforts, identifying and addressing opportunities to improve functionality and data quality. 
• Conduct regular data audits to ensure accuracy, completeness, and alignment with organizational standards
• Identify patterns in data issues and implement solutions to improve data quality over time
• Reinforce data practices that support compliance with legal services funding and reporting requirements  
• Produce reports and dashboards that support program management and organizational decision-making
• Coordinate data collection, validation, and reporting for grants, contracts, and staff evaluation processes
• Translate program data into clear, accurate, and actionable information to support reporting and decision-making.  
• Deliver onboarding and refresher trainings for staff on data systems and processes
• Maintain and improve user guides, training materials, and documentation
• Provide guidance to staff on data entry and reporting practices to promote confidence, consistency, and data quality.  
• Coordinate the tracking and monitoring of key performance indicators and program outcomes, working closely with program teams to ensure accurate and timely reporting.
• Implement and maintain data collection tools and workflows, identifying opportunities to improve data quality, consistency, and efficiency. 
• Engage in other tasks and projects that further the interest of fostering BayLegal's mission and operations as a non-profit.

Required Qualifications:   

• At least four years of progressively responsible professional experience in data systems, reporting, program operations, nonprofit administration, or a related area. A bachelor’s degree is preferred.
• Experience working with databases or case management systems (e.g., Salesforce or similar).
• Commitment to complying with BayLegal funding requirements, and firm standards, policies and practices. 
• Current proficiency, and ability to improve proficiency, in technological equipment, hardware, and software necessary to perform duties of the position. 
• Humility in working with colleagues, vendors, and individuals of all identities, experiences, and perspectives. 
• Strong attention to detail and demonstrated responsibility for the accuracy and integrity of data.
• Ability to manage multiple priorities, exercise sound judgment, and follow through on responsibilities independently.
• Strong communication skills and experience providing guidance and training to non-technical users.
• Systems thinker who can connect data processes to real-world program impact.
• Strong problem-solver who can identify root causes and improve workflows 
• Organized and reliable, with strong follow-through
• Collaborative and service-oriented, with a commitment to supporting staff
• Curious and motivated to continuously improve systems and practices 

Preferred Qualifications and Skills:

• Experience in a nonprofit, legal services, or public interest environment.
• Familiarity with legal case management systems or experience working with attorneys and/or advocates.
• Experience with grant reporting or compliance-related data tracking.
• Experience creating reports or dashboards using Excel, Salesforce, or similar tools.
• Experience delivering trainings or developing user documentation. 

Hybrid Work Option: BayLegal is committed to the health and safety of our staff, clients, and community.  BayLegal employees are expected to work on-site and in-person at a designated BayLegal office or community-based advocacy site at least three (3) days per week and may work remotely from home on a part-time basis.  BayLegal employees are expected to reside in California and at a distance allowing them to commute to their physical BayLegal base location during the standard work week.   

Compensation and Benefits: We offer a family friendly environment, and compensation based on competitive public interest salaries along with a generous benefits package.  

BayLegal's benefits package includes 100% employer covered medical, dental, and life insurance for employees and up to 60% for dependents; BayLegal student debt reimbursement program; long term disability insurance; employee assistance program; wage differentials for multi-lingual employees whose non-English language skills are regularly used in the provision of tasks and pass a request test of fluency and/or proficiency; dependent childcare employer contribution program; employer paid CA Bar license and/or social work license fees; and 401k retirement plan with BayLegal contribution following first year.  BayLegal has a generous paid leave policy which includes 15 holidays each year; vacation (starting at 13 days and increasing with additional years of employment); 3 floating holidays each year (days chosen by employee); sick leave; and parental leave. 

The estimated annual salary range for the Impact & Learning Associate is $75,000 - $90,000 and $90,000 - $100,000 for the Senior Impact & Learning Associate. Placement within the range is determined primarily by years of related experience. 

Work Environment and Physical Activity:  

Work Environment: This position is primarily sedentary. When in the office, the applicant can expect to be working at a desk in a temperature-controlled office, in a modular space or individual office. The noise level in the work environment is usually moderate. 

Physical Activity:   BayLegal provides this list for transparency of the physical activity that may be required for this position. BayLegal is committed to being a workplace that supports applicants and employees with disabilities. Applicants and employees may request reasonable accommodation, and BayLegal will engage in an interactive process. 

Physical activity while performing duties of the job include occasionally being required to sit for prolonged periods; be ambulatory; travel; use hands to type; feel objects, operate tools and/or controls; reach with hands and arms; talk and hear. An employee may occasionally lift and/or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. 

Applications: BayLegal is an Equal Opportunity Employer. Recruitment, placement and promotions are conducted without regard to an individual's race, color, religion, sex, national origin, age, disability status, veteran status or sexual orientation, or any other classification protected by Federal, State, and local laws & ordinances.

We will consider qualified candidates with a criminal history pursuant to the California Fair Chance Act, Federal and local laws. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if BayLegal is is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding your conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the Civil Right's Department   webpage.

All qualified applicants are encouraged to apply. Reasonable accommodations are available upon request.  Applications will be reviewed on a rolling basis until the position is filled.