Data Operations Specialist - FAMFOR
Signal Centers · Chattanooga, TN, USA
If you like details, teamwork, and knowing your work helps families thrive, come join our Family Forward Team!
The Data & Operations Specialist is responsible for supporting Family Forward through effective data management, reporting, quality assurance, program operations, resource coordination, and process improvement. The position ensures accuracy, integrity, timeliness, and appropriate use of program data while supporting operational systems that contribute to program effectiveness, accountability, compliance, and continuous improvement.
Core Values/Ethical Conduct:
- The ability to model the organization’s Core Values of Accountability, Community Impact, Compassion, Trustworthiness, and Teamwork.
- The ability to interact with donors, clients, staff, partners, volunteers, and funders with respect, professionalism, honesty, and fairness.
- The ability to maintain confidentiality and integrity in all donors, financial, and organizational matters.
- The ability to use organizational resources, funds, information, and time responsibly and wisely.
- The ability to embrace innovation, collaboration, and creative problem-solving while remaining accountable for decisions and actions.
- The ability to represent the organization and its mission accurately, professionally, and ethically.
Qualifications
- Associate degree or higher in Business Administration, Data Management, Nonprofit Management, Human Services, Public Administration, or a related field preferred.
- At least two years of administrative experience, preferably in a nonprofit, human services, healthcare, government, or community-based organization.
- Strong working knowledge of Microsoft Office, including Word, Excel, and PowerPoint.
- Effective written and verbal communication skills, including professional email correspondence and business writing.
- Excellent attention to detail and commitment to data accuracy.
- Ability to maintain confidentiality and exercise appropriate judgment when handling sensitive information.
- Experience with transportation coordination, purchasing, inventory management, or event coordination.
Essential Duties and Responsibilities
2. Data Management, Analysis & Reporting
- Collect, enter, organize, maintain, and validate program data from databases, spreadsheets, OneDrive, and other sources.
- Pull and compile data for monthly, quarterly, annual, grant, program, and agency reports.
- Analyze data requirements for individual reports, presentations, projects, and program needs.
- Review data for completeness, accuracy, consistency, and compliance with established requirements.
- Run routine reports to identify missing, incomplete, or inconsistent information and follow up with Director and Deputy Director.
- Compile information from multiple reports and sources into clear, accurate, and user-friendly documents for staff, leadership, funders, partners, and other stakeholders.
- Assist with preparation of presentations, dashboards, summaries, and other data-related materials.
- Participate in regular data and database meetings.
- Assist with database updates, system improvements, policy revisions, and implementation of revised data collection processes.
3. Quality Assurance & Accountability
- Conduct routine audits of client records, case notes, assessments, and other program documentation to ensure accuracy and compliance with program requirements, share results with the program Director and Deputy Director.
- Review documentation related to incentives and other program resources to ensure appropriate use and supporting documentation.
- Assist leadership with monitoring program performance and identifying opportunities for process improvement.
- Maintain confidentiality and protect sensitive client and program information.
4. Transportation Coordination & Oversight
- Coordinate transportation and delivery requests received from directors, case managers, and Work Ready program staff
- Schedule deliveries, exchanges, and transportation services and make adjustments as needed.
- Communicate with drivers regarding schedules, routes, addresses, and client-specific needs.
- Respond to and document transportation challenges, share transportation updates with Case Managers, Program Director & Deputy Director.
5. Grant & Program Support
- Assist with grant budget monitoring, spending, revisions, and reconciliation.
- Support grant reporting, quality assurance, compliance monitoring, and documentation requirements.
- Maintain organized grant-related records and documentation.
- Assist program leadership in monitoring deliverables, deadlines, and reporting requirements.
6. Information & Referral / Resource Coordination
- Maintain accurate referral records and follow-up documentation.
- Identify, research, and maintain current information regarding community resources and services.
- Assist with the organization, management, and distribution of resource information.
- Support outreach activities designed to connect families with appropriate resources and services.
- Provide clear, accurate, and precise information when responding to calls and referral inquiries, responsible for connecting individuals to appropriate programs, services, and community resources.
7. Donation Management
- Coordinate the receipt, pickup, delivery, organization, and distribution of donations supporting Family Forward families.
- Maintain records of donations and distribution activities as appropriate.
- Communicate donation needs through approved agency channels.
- Organize donated goods and ensure appropriate distribution based on program needs.
- Coordinate thank-you cards and other donor acknowledgments in collaboration with program leadership.
8. Event & Meeting Coordination
- Assist with planning and coordination of Family Forward events, meetings, training, focus groups, and other program activities.
- Secure meeting and event locations as needed.
- Coordinate food, catering, vendors, equipment, and other event logistics.
- Prepare agendas, sign-in sheets, handouts, presentations, and supporting materials.
- Assist with event setup, breakdown, and organization of materials.
- Attend events and meetings assigned and provide on-site administrative support.
9. Office & Administrative Operations
- Monitor and maintain general office equipment, including copiers, printers, fax machines, and other administrative equipment.
- Maintain departmental filing systems and office supplies.
- Coordinate with the Chief Technology Officer or appropriate technology staff when equipment or technology maintenance is required.
- Submit maintenance requests as needed.
- Coordinate the purchasing, distribution, and tracking of supplies, promotional materials, and program resources.
10. Meeting Documentation
- Record accurate minutes, notes, and action items for partner meetings, committees, focus groups, staff meetings, and other assigned meetings.
- Distribute meeting documentation as appropriate.
- Assist with meeting preparation, including agendas, handouts, sign-in sheets, presentations, and other materials.
- Track assigned action items and follow up with appropriate staff when requested.
- Perform other duties and special projects as assigned by the Director, Deputy Director.
Working Here:
We believe in supporting our employees and their families as they journey throughout life. Our commitment to our full-time staff includes the following benefits:
- A competitive benefits package with health, vision, and dental coverage, HSA, Dependent Care FSA, group life insurance, Teladoc (telemedicine), EAP mental health resources, and short & long-term disability options.
- Up to 4% matching 401(k) employer contribution, plus a 3% base contribution.
- Generous paid time off to support work-life balance.
- Employee discounts on paid services
Our culture is important and we’ve included it in our strategic plan by creating goals which include creating