COMPANY OVERVIEW

Volunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over 30 affiliates of Volunteers of America – one of the nation’s largest and most comprehensive human services organizations.

Our founders envisioned a movement dedicated to reaching and uplifting the American people. On behalf of the organization, the Booths pledged “to go wherever we are needed, and do whatever comes to hand”. Their declaration continues to guide Volunteers of America's impact on “Helping America’s most vulnerable.”

Through a dedicated and committed team of more than 850 employees and thousands of volunteers, we provide critical care, support services and hope to thousands of people each year throughout Virginia, Maryland, the District of Columbia and the Carolinas. We firmly believe our employees drive the success of the organization. Through our diversity, equity and inclusion efforts, we endeavor to attract, engage and retain qualified, diverse, compassionate individuals to join our journey and experience a work environment that offers challenging, stimulating and financially rewarding opportunities.

JOB SUMMARY:

The Intake Data Specialist/Administrative Assistant is an organized, detail-oriented individual who understands the importance of data collection and entry to the functioning and improvement of programs. This Person can identify trends and manipulate data to demonstrate program outcomes. This position is critical in supporting Programs data as a part of daily activities at the agency. The Data Specialist will be required to process, enter, and manage large amounts of data across various software systems, produce reports, and support all quality assurance/quality improvement efforts. The Intake Data Specialist/ Administrative assistant also will be responsible for maintaining all scheduling for the Sr; Director and completing reports. Additionally, the Data Specialist is integral to the Clinical and Operational team, which works collaboratively to ensure all contractual documentation standards and reporting requirements are met.

RESPONSIBILITIES:

• Manage all aspects of data entry and enter export, and import service delivery, intake, and outreach data into Excel Spreadsheet, Credible, KPIs, and other systems as required
• Ensure monthly reports (DBH, GPRA) and repository uploads, as required by the program, are completed
• Conducts routine data review and verification and ensures corrections/clarifications are made promptly
• Work directly with Program Team Leads to perform data entry and quality assurance regularly
• Investigate, track, and report simple data issues. Conducts routine data review and verification and ensures corrections/clarifications are made promptly
• Proofreading skills to see how data and facts can be linked together to create more meaningful conclusions
• Require occasional to frequent on-site work in all Office Locations
• Ability to own audit work and that of others for errors
• Ability to prioritize multiple tasks and work independently
• Review data files and provide management guidance and direction on improving or maintaining data quality.
• Conduct weekly Data team meetings
• Assists with the development of planning, evaluation, and implementation of policies and procedures in support of the Data Plan with the program
• Maintains data records and prepares forms, reports, and correspondence related to the program
• Attends and participates in all appropriate meetings and presentations to explain the program data
• Facilitates and encourages the exchange of program data information with local, county, and regional agencies
• Maintains and updates knowledge through conferences, seminars, and in-service training as determined in consultation with department leadership
• Plans and conducts training as assigned
• Provide Monthly summaries and data reports as required by supervision
• Participate in program and professional supervision, attend required staff meetings and Management Team meetings and training, and contribute to team-based collaborative planning
• Complete other duties as needed and requested

DATA SPECIALIST EDUCATION AND TRAINING

The Program Data Specialist goes through a training period spanning 90 days. During this time, they will work closely with the Sr. Director to become familiar with daily operations and expectations.

PHYSICAL REQUIREMENTS:

The physical requirements described below represent those that an employee must meet to perform the essential duties of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

• The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear, perform primary and light home maintenance, and operate office equipment.
• Move and lift light objects to 30 pounds, such as mail, supplies, files, and equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods.

EFFECTS ON END RESULTS:

Maintain strong data quality with a strong understanding of quality metrics, analytics, and reporting while communicating with the senior management and other program team leads.

OTHER DUTIES:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. In addition, duties, obligations, and activities may change at any time, with or without notice.

Qualifications

REQUIREMENTS

• An associate’s degree and a minimum of two years’ experience working with Excel, Credible, HMIS data systems.
• Data entry & analysis in homeless programs or services preferred.
• Excellent written and verbal communication skills
• Ability to work in a fast healthcare environment
• Experience with Microsoft Suite (Power-point, Excel, Word and etc.)
• Bilingual in any language a plus