Program Data Specialist

Description

Job Summary:

The Texas Home Visiting Program Data Specialist is responsible for effective and efficient administrative support of the overall data management. As well, they are responsible for managing the day-to-day programmatic, administrative, and business operations of the program, while maintaining the highest standards in data management, analysis, and strict adherence to programmatic models. This position must function effectively within a team structure. This position works closely with and reports directly to the Texas Home Visiting Program Director.

Major Responsibilities / Duties / Critical Tasks:
• Develop and maintain knowledge of NFP program details to assist successful planning, implementation, documentation, and reporting to meet metrics.
• Input NFP programmatic and staff data in a timely and accurate manner into the web-based information system.
• Compile or assist in the compilation of statistical information for special reports.
• Summarize data in preparation of standardized reports.
• Analyze NFP data to identify trends and necessary quality improvement opportunities.
• Perform complex mathematical calculations, balance and reconcile figures, punctuate properly and spell correctly.
• Perform complex data reporting and management using formulas, pivot tables, and graphs/tables.
• Perform administrative program support tasks such as organize forms, photocopy, file, order supplies/materials, etc.
• Maintain program materials and educational tools.
• Inventory supplies.
• Perform general clerical functions such as sort, route, and distribute mail.
• Prepare correspondence, reports, and other documents.
• Assist in the preparation for community outreach activities, including graduations and the annual Baby Block Party
• Build rapport and maintain effective relationships with other department staff, customers, and referral sources.
• Attend internal and external meetings to present programmatic data, as necessary.
• Learn and apply detailed knowledge of company operations, organizational procedures, and personnel policies.
• Handle administrative functions to promote, coordinate, and support the scope of work required to achieve the stated programmatic goals.
• Maintain department calendar, schedule appointments and meetings, as requested.
• Schedule team training sessions/meetings and handle related logistics, as requested.
• Participate in regular team meetings, record, archive meeting notes, and other documentation for reporting purposes.
• Circulate notes with attention to action items and due dates, track task status against timeline.
• Handle confidential/sensitive information with discretion and adherence to HIPAA rules.
• Demonstrate problem-solving skills and act decisively to assure issues are handled appropriately and deadlines are met.
• Assist with coordination and preparation of IT purchase orders, travel arrangements and logistics, inventory, etc. using approved forms and procedures.
• Identify and recommend alternative strategies to address potential issues, challenges, and opportunities.
• Exhibit good stewardship of resources and budget.
• Work closely with Program Director in managing grant budgets.
• Assist with the design, execution, and effectiveness of systems of internal controls to provide reasonable assurance operations are effective and efficient and assets are safe-guarded.
• Ensure Texas Home Visiting complies with applicable laws, regulations, policies, and procedures of UTHSCT and other funding entities.
• Handle all phone calls, emails, and in-person interactions cordially and professionally.
• Consider UTHSCT and THV mission, vision and values in developing services, standards and practices.
• Promote the UTHSCT and THV mission, vision, and values by action and effectively communicating them to others.
• Manage account reconciliations in a timely manner,
• Participate in monthly Leadership Team meetings and in monthly Technical Assistance meetings with funder.
• Other duties as assigned.

Accompanying Knowledge, Skills, Abilities and Competencies:

Ability to communicate effectively with professionalism and exhibit excellent customer service skills.

Demonstrated knowledge of health literacy and basic Medical Terminology.

Capability to multi-task and work with moderate interruptions.

High level of skills with Microsoft Office including Excel, Word and PowerPoint.

Perform well under pressure.

Communicate clearly and concisely.

Tactfully handle difficult situations with professionalism.

Qualifications

Required Education / Experience:

Bachelor's degree.

Five (5) years of progressively responsible related experience or equivalent experience that provides candidate with required knowledge, skills, and abilities.

Two (2) years of experience in office management and/or administrative support including basic accounting.

Will accept a mix of education and experience.

Preferred Education / Experience:

Bilingual (Spanish/English) with ability to fluently read, write, and speak both languages.

Sales and marketing experience as well as social media management experience.