Document Management Specialist

Simpson Thacher & Bartlett LLP; New York, Northern (NY, KY); Hybrid; USD 90,000 - 110,000; Full time

Job summary

Simpson Thacher & Bartlett LLP is seeking a Document Management Specialist to advance the Firm’s iManage strategy and enhance user experience. You will partner with lawyers, business services, IT and Information Governance to optimize information organization, security and access.

The role covers workspace governance, upgrades, integrations and enhancements, plus training and change management to boost adoption and efficiency across the Firm.

Qualifications

• Experience with enterprise document management systems; extensive iManage experience preferred.
• Experience in a large law firm or professional services environment.
• Experience drafting technical documents, training materials, and user communications.
• Experience in a user-facing role providing guidance to drive adoption.

Responsibilities

• Platform Administration & Support: Provide operational, admin, and second-tier support for iManage and related tools; monitor cloud services and coordinate with iManage support.
• User Engagement & Training: Promote adoption through training sessions, group/individual coaching, and user documentation.
• Governance & Workspace Management: Oversee iManage workspace structure, security and compliance with firm policies.
• Projects & Enhancements: Support Knowledge & Innovation projects involving document management or iManage integrations.

Skills

iManage Cloud

REST API scripting

Workspace administration

User training

Governance & security

Education

Bachelor’s degree preferred

Tools

iManage

Job description

Job Summary & Objectives

The Document Management Specialist plays a key role in advancing the Firm’s document management strategy and enhancing the user experience within the iManage document management system. As a member of the Knowledge & Innovation team, this individual partners closely with lawyers, business support teams, Information Governance and IT to optimize how information is organized, secured, managed and accessed across the Firm. This highly visible, user-focused role combines document management expertise, workspace administration and governance, user engagement and project coordination. The role also supports system enhancements, upgrades, new feature releases and integrations that further strengthen the Firm’s document management capabilities. This is an excellent opportunity for a collaborative, service-oriented professional who enjoys problem solving, working directly with users and helping drive innovation in the way the Firm manages and leverages information.

Essential Job Duties & Responsibilities

Platform Administration & Support

• Provide operational, administrative, and second-tier support for the Firm’s iManage document management system and related tools, including those used for workspace generation and ethical walls.
• Administer and support the iManage environment, including monitoring and managing cloud-based services, troubleshooting issues and coordinating with iManage support.
• Develop, execute and maintain REST API scripts and other technical solutions to support iManage Cloud administration, data management, workspace governance, reporting, automation, integrations and operational processes.
• Assist with implementation of system upgrades, new features, and product enhancements, including testing, regression testing, issue tracking and rollout support.
• Serve as a liaison between business users, IT and vendors to gather requirements, prioritize enhancement requests, coordinate integrations and support projects involving iManage.
• Track user support requests, identify recurring issues and trends, and work with IT and other stakeholders to resolve root causes, improve support processes and enhance the overall user experience.

User Engagement & Training

• Promote user adoption by engaging with users, delivering group and individual training, and developing practical communications, presentations and user documentation.
• Advise attorneys and business services professionals on document management workflows, folder structures, workspace design and organizational best practices that promote consistency, usability, and appropriate security.
• Analyze usage data and prepare reports regarding document management trends, adoption, and compliance with Firm practices and policies.

Governance & Workspace Management

• Oversee the structure, integrity and security of iManage workspaces and related document management processes, driving consistency, compliance and operational efficiency.
• Partner with Information Governance to support matter mobility, document and email filing, records disposition, legal hold activities and other information governance initiatives to ensure compliance with Firm policies and risk-management objectives.

Projects and Enhancements

• Support other Knowledge & Innovation projects that involve document management or iManage integrations.
• Other duties as assigned.

Education

Bachelor’s degree preferred, or 7+ years of experience working in a professional services organization.

Skills and Experience

• Experience working with enterprise document management systems required; significant iManage experience, specifically iManage Cloud, preferred.
• Experience in a large law firm or professional services environment.
• Experience with REST API scripting in a document management or related platform.
• Experience drafting technical documents, training materials, and user communications.
• Experience in a user-facing role, providing guidance and support to drive adoption.
• Experience with backend platform support.
• Strong analytical and problem-solving skills.
• Strong written, verbal, presentation and interpersonal communication skills.
• Ability to build trust and work effectively with a broad range of stakeholders.
• Ability to work both independently and collaboratively in a team-oriented environment.
• Strong organizational skills and ability to manage multiple priorities.
• High level of attention to detail and sound judgment.
• Strong Microsoft Office skills required.

Salary Information

NY Only: The estimated base salary range for this position is $90,000 to $110,000 at the time of posting. The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is exempt meaning it is not overtime pay eligible.

Simpson Thacher will not sponsor applicants for work visas for this position.

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#LI-Hybrid

Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has approximately 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Dallas, Hong Kong, Houston, London, Los Angeles, Luxembourg, Palo Alto, San Francisco, São Paulo, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.