Data Specialist

Position Summary

The Data Specialist is responsible for overseeing all aspects of data management and reporting for a citywide, 24/7 shelter intake and transportation program. This role ensures accurate, timely, and secure data collection, analysis, and reporting in compliance with program requirements, funder mandates (e.g., DFSS), and best practices for performance tracking. The ideal candidate will have strong analytical and project management skills and a commitment to using data to drive continuous improvement and equitable outcomes. Experience with systems such as The Grove and alignment with the DFSS One System initiative is essential.

Key Responsibilities

1. Data Systems Management
   • Oversee day-to-day use and integrity of data systems, including HMIS, The Grove, and internal tools supporting the DFSS One System framework.
   • Maintain data dictionaries, standard operating procedures, and training materials for system users.
   • Coordinate the setup of dashboards for intake, transportation, diversion, and incident tracking.
2. Data Entry, Quality & Integrity
   • Monitor data entry across program sites to ensure accuracy, completeness, and timeliness.
   • Conduct regular data audits and validation checks; resolve discrepancies proactively.
   • Train staff on data protocols, privacy standards, and use of The Grove and HMIS platforms.
3. Reporting & Analysis
   • Prepare and submit required reports to DFSS and City partners, including real-time utilization, shelter availability, transportation logs, and outcome metrics.
   • Analyze trends to inform operations, such as service volume, geographic needs, and exit outcomes.
   • Develop dashboards and summaries for leadership and frontline use to drive performance.
4. Compliance & Security
   • Ensure compliance with all data privacy requirements including HIPAA, DFSS, and internal agency policies.
   • Manage system access levels and ensure users are appropriately trained and credentialed.
   • Prepare documentation for audits and funder reviews; support real-time data sharing where required.
5. Collaboration & Capacity Building
   • Coordinate with DFSS, shelter partners, and City stakeholders to ensure shared data alignment with the One System initiative.
   • Train internal teams on system updates and new tools; foster a culture of data-driven decision-making.
   • Participate in working groups related to data integration and citywide crisis response.

     Position Summary

     The Data Manager is responsible for overseeing all aspects of data management and reporting for a citywide, 24/7 shelter intake and transportation program. This role ensures accurate, timely, and secure data collection, analysis, and reporting in compliance with program requirements, funder mandates (e.g., DFSS), and best practices for performance tracking. The ideal candidate will have strong analytical and project management skills and a commitment to using data to drive continuous improvement and equitable outcomes. Experience with systems such as The Grove and alignment with the DFSS One System initiative is essential.

      

     Key Responsibilities

   • Data Systems Management
     • Oversee day-to-day use and integrity of data systems, including HMIS, The Grove, and internal tools supporting the DFSS One System framework.
     • Maintain data dictionaries, standard operating procedures, and training materials for system users.
     • Coordinate the setup of dashboards for intake, transportation, diversion, and incident tracking.
   • Data Entry, Quality & Integrity
     • Monitor data entry across program sites to ensure accuracy, completeness, and timeliness.
     • Conduct regular data audits and validation checks; resolve discrepancies proactively.
     • Train staff on data protocols, privacy standards, and use of The Grove and HMIS platforms.
   • Reporting & Analysis
     • Prepare and submit required reports to DFSS and City partners, including real-time utilization, shelter availability, transportation logs, and outcome metrics.
     • Analyze trends to inform operations, such as service volume, geographic needs, and exit outcomes.
     • Develop dashboards and summaries for leadership and frontline use to drive performance.
   • Compliance & Security
     • Ensure compliance with all data privacy requirements including HIPAA, DFSS, and internal agency policies.
     • Manage system access levels and ensure users are appropriately trained and credentialed.
     • Prepare documentation for audits and funder reviews; support real-time data sharing where required.
   • Collaboration & Capacity Building
     • Coordinate with DFSS, shelter partners, and City stakeholders to ensure shared data alignment with the One System initiative.
     • Train internal teams on system updates and new tools; foster a culture of data-driven decision-making.
     • Participate in working groups related to data integration and citywide crisis response.

Qualifications

• Bachelor’s degree required in data science, social sciences, information systems, public health, or a related field.
• Minimum 3–5 years of experience in data management, performance evaluation, or systems operations.
• Strong proficiency in HMIS, Excel, Power BI, The Grove, or comparable platforms.
• Exceptional attention to detail, documentation habits, and ability to analyze large datasets.
• Proven ability to develop and deliver data trainings and protocols to non-technical staff.
• Knowledge of privacy regulations and experience managing sensitive data in human services.
• Ability to work independently and cross-functionally under tight deadlines.

Successful background check and required health clearances.