Data Collection Supervisor

Summary of Duties:

This position oversees the collection and management of child and family data within the Early Childhood Services division, enabling program leadership to make data-driven decisions to enhance program effectiveness and ensure compliance with federal and state regulations. Responsibilities include developing and implementing data collection systems and procedures to provide accurate and timely data entry and reporting from child and family database systems. The role ensures data collection and reporting comply with Head Start Performance Standards and other relevant regulations. Additionally, the position involves training and supporting staff in data collection and management practices, providing ongoing technical assistance to ensure data integrity, and working closely with program staff, administrators, and external partners to coordinate data collection efforts and share insights. Regular audits are conducted to ensure data accuracy and completeness, with corrective actions implemented as needed. The position supervises the Regional Data Assistant and Program Quality Data Assistant.

Essential Duties and Responsibilities: Other duties may be assigned.

• Oversee, with attention to detail, the collection and accurate entry of child and family data from various sources; assist in data entry during primary busy seasons and low staffing situations.
• Develop and maintain data entry and report-generating guidance to ensure consistency in entry and reporting.
• Facilitate ongoing monitoring of data collection processes to ensure availability, accuracy, consistency, and reliability.
• Work closely with supervisor and other program leadership to conduct comprehensive data analysis to assess program quality, identify areas for improvement, and ensure compliance with federal and state regulations.
• Generate and distribute meaningful data reports to program leadership and staff upon request.
• Provide staff with training and technical support on data-related issues, troubleshoot problems, and implement corrective actions.
• Assist in the development and implementation of data-related policies and procedures.
• Participate in Self-Assessment and other program evaluation activities to assess the effectiveness of services and identify areas for improvement.
• Manage the SmartTeach and eDECA data collection systems in conjunction with the Program Quality Data Assistant by maintaining current staff access profiles, child portfolio creation and maintenance, and other site maintenance responsibilities.

• Maintain confidentiality of all program matters.
• Attend agency training and meetings and other pertinent conferences and workshops as necessary to keep skills and knowledge current.
• Participate in team meetings.
• Serve on special committees and provide oversight on assigned special projects and/or committees;
• Assign and review the work of the people supervised; instruct and facilitate receipt of needed training by utilizing component leads and “experts”.
• Assist in devising work methods and procedures to improve existing practices; support supervised staff in developing and setting goals, priorities, and timelines.
• Cooperate and coordinate efforts with other management team and other NEMCSA employees.

Supervisory Responsibilities:

This position supervises Regional Data Assistants and Program Quality Data Assistant.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience:

Associates Degree in a relevant field such as Data Management, Information Systems, Public Administration, or a related discipline is required. Bachelor’s degree preferred. Have a minimum of three years of experience in data collection, preferably in an educational or social service setting, with experience in Head Start preferred. Proficiency in data management software such as ChildPlus, SmartTeach, eDECA, and Microsoft Office applications is required. Experience supervising staff preferred.

Certificates, Licenses, Registrations:

Employees in this position must possess reliable transportation.

Language Skills:

Ability to read, analyze and interpret (reports, regulations, periodicals). Write (reports, business correspondence and manuals). Present information and respond to questions.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Security/Privacy Access:

This position has full access to view, alter, retrieve or store individually identifiable health or other sensitive information, pertinent to accomplishing assigned tasks, and must maintain confidentiality in accordance with the NEMCSA Privacy Policy.

Physical Demands: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Employees in this position must possess close vision, distance vision, peripheral vision, and depth perception and:

Occasionally are required to:

• Climb or balance
• Stoop, kneel, crouch or crawl
• Reach with hands or arms
• Twist at the neck or trunk
• Lift up to 50 pounds

Regularly are required to:

• Stand
• Walk
• Sit
• Use hands to finger, handle or feel
• Drive or have the ability to drive
• Use video display terminals
• Meet deadlines with severe time constraints and interact with the public and staff in addition to meeting multiple demands from several people
• Work irregular or extended hours
• Use repeated hand, arm or finger motion

Frequently are required to:

• Talk or Hear

Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Employees in this position work in moderate noise, mainly indoors with typical office machines.

Footwear: See Employee Handbook; Dress code. No job/worksite specific footwear required for this position.

Personal Protective Equipment (PPE): No job/worksite specific PPE required for this position.

The employee shall remain free of any alcohol or non-prescribed controlled substance use in the workplace throughout his/her employment with NEMCSA.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

An Equal Opportunity Program/Employer.

Auxiliary aids, services, and alternative format will be made available upon request to individuals with disabilities.

Michigan Relay Center 1-800-649-3777 (Voice and TDD).

Northeast Michigan Community Service Agency, Inc. is an at-will employer.