Data Coordinator

Position Summary

The mission of Hope the Mission (HTM) is to prevent, reduce, and eliminate poverty, hunger, and homelessness by offering immediate assistance and long-term solutions. Our mission is to meet our participants needs through an individualized and non-judgmental approach that will ultimately lead to long term housing stability.

The Data Coordinator fulfills the mission of HTM by ensuring programs maintain data integrity, quality assurance and contract compliance. The Data Coordinator will work closely with the program leadership staff to provide oversight, review, and compile reports to ensure the accuracy and integrity of participant files, electronic records and program data/outcomes. They will review/audit client electronic & physical files and provide guidance to ensure that all records align with our contract’s requirements. The Data Coordinator will provide guidance and training to program staff on quality control, electronic/physical client file accuracy, and HMIS to ensure that all participant records are accurate and that programs/services are compliant with our contracts. The Data Coordinator is expected to have a high level of expertise in HMIS and is required to maintain the highest level of accuracy. This position does not directly supervise other staff. 

Primary Duties and Responsibilities

Data Analysis and Reporting: 

1. Interpret data, analyze results using statistical techniques and provide ongoing support to Interim Housing Leadership

2. Develop and implement collection system and other strategies that optimize statistical efficiency and data quality. 

3. Perform and analyze performance based data as requested by supervisor 

4. Develop/document data management policies and procedures 

5. Track outcomes and monitor progress against meeting established goals 

6. Analyze programmatic data to determine strengths and gaps 

7. Administer client databases including generating and analyzing reports, user management, and adherence to Homeless Management Information Systems policies and procedures 

8. Design, develop and implement regular reports for various audiences including staff, board members, donors, etc. 

9. Assist the Interim Housing leadership team in identifying and resolving data errors

10. Develop and submit deliverables/reports to leadership staff and funders

Training and Support: 

1. Develop and implement training programs aimed at developing staff capacity 

2. Provide regular technical assistance/trainings to staff to ensure compliance with data requirements

3. Assist in the annual updates to performance report technical requirements

4. Ensure HMIS data is supported by documentation in participant file 

5. Provide support to Interim Housing leadership team as needed

Electronic Record & Client File Monitoring

1. Conduct ongoing client file review and reconciliation in HMIS in preparation for audits from funders
2. Develop and update monitoring checklists that align with the contract requirements
3. Ensure that information in physical files is accurate and reflects electronic records in HMIS for all program files 
4. Maintain internal database tracker of audited files 
5. Identify incomplete or missing documents contractually required for each client file 
6. Summarize review findings and patterns for each program site
7. Submit list of file corrections to leadership staff
8. Conduct file review for clients enrolled in non-government funded programs on an as needed basis

Additional Responsibilities

1. Attend agency and community meetings as directed by supervisor
2. Additional tasks, project and responsibilities as assigned by supervisor

Knowledge, Skills, and Abilities

• Minimum of three years of experience in program evaluation, reporting, or data management preferred
• Minimum of two years of experience with data entry and reporting with the Homeless Management Information System (HMIS) preferred
• Previous experience with social services and/or homeless program required
• Bachelor’s degree in psychology, social work, public administration, human services, statistics, or other closely related field preferred 
• Maintain and execute confidential information according to California’s Confidentiality of Medical Information Act (CMIA), Health Insurance Portability & Accountability Act (HIPAA) and Americans with Disabilities Act (ADA) standards.
• Should possess strong analysis abilities, creative thinking and ability to problem solve on an organization-wide basis
• Demonstrated knowledge of issues facing program participants (e.g., health, substance abuse, mental health, etc.)
• Proficient in Microsoft Programs (Word, Excel, Access, PowerPoint)
• Must be able to perform electronic data entry
• Must have strong written and verbal communication skills, including customer service focus in working with all internal organizational levels and external contacts
• Must be highly collaborative within a team environment 
• Highly motivated self-starter with the ability to coordinate multiple projects/tasks simultaneously in a within tight department metrics and deadlines. Possess ability to manage conflicting priorities and projects
• Exceptional organizational skills detail-oriented to review information and ensure accuracy
• Bilingual (English/Spanish) preferred
• Ability to work with diverse populations

Other Requirements

• Ability to proficiently operate a PC, MAC, fax, and telephone
• Prolonged periods of sitting at a desk and working on a computer 
• Ability to walk, stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis
• Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead
• Occasionally lift and/or move, push and pull up to 25 pounds
• This position requires travel to multiple locations. Travel percentage: 25%

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Employee is required to: Walk and climb stairs; stand, bend, squat, climb, kneel, and twist on an intermittent or sometimes continuous basis; Grasp, push, pull objects such as files, file cabinet drawers, and reach overhead; Handle, finger, grasp and feel objects and equipment; Reach with hands and arms; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands, and fingers; Be able to perform visual activities for (including, but not limited to) administrative and clerical tasks; Ability to lift up to 25 lbs. Communicate, receive and exchange ideas, information by means of the spoken and written word; Drive vehicle in and around San Bernardino County; Be able to enter various buildings that may require climbing stairs. Be periodically subjected to outside environmental conditions. Employee may work in proximity to service animals and emotional support animals; Use a desktop and/or laptop computer; copy, postage, and fax machines. Complete all required forms in personal writing.

Work Environment:

The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the clients use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure.