Data and Program Support Specialist

Description:

TITLE: Data and Program Support Specialist (Part-Time)

DEPARTMENT: Administrative

DIVISION: N/A

RESPONSIBLE TO: Vice President of Housing Services

SUPERVISES: None

FLSA STATUS: PT, Regular, Non- Exempt
JOB CODE:

The Data and Program Support Specialist is a part-time, on-site position responsible for supporting program operations through data collection, participant intake coordination, client feedback administration, and administrative support functions. This role supports the accurate flow of information between participants, staff, and leadership and plays a key role in ensuring data quality, documentation compliance, and reporting readiness across housing and supportive service programs. This position does not function as a traditional receptionist role

Key Responsibilities:

Program Intake and Participant Flow Support

• Serve as an initial point of contact for participants, partners, and community members seeking program information or services
• Coordinate participant check-in and routing to appropriate staff or service areas to support smooth program operations
• Respond to incoming calls and in-person inquiries related to program services and route appropriately
• Track walk-ins, service requests, referrals, and inquiries for program reporting and data analysis purposes
• Support a welcoming, trauma-informed environment consistent with program and funder expectations
• 
  Data Support, Documentation, and Client Feedback
• Administer, collect, and manage client satisfaction surveys and feedback tools using paper or electronic methods
• Ensure surveys and data collection activities are conducted accurately and respectfully using a client-centered approach
• Enter and maintain survey responses and related data in approved systems including R Drive, HMIS, Client Track, or other designated databases
• Assist with routine data entry, report tracking, and file organization to support program monitoring and evaluation
• Collaborate with the Data Evaluation Specialist and program leadership to identify missing data, trends, or documentation issues
• Compile referral, service access, and soft-touch data for inclusion in annual reports, grant reports, and internal reviews

Administrative and Program Operations Support

• Provide administrative and operational support to program staff and leadership as needed
• Assist with document management including scanning, filing, copying, and electronic record organization
• Support audits, monitoring visits, site reviews, and grant reporting preparation
• Maintain strict confidentiality in accordance with HIPAA, funder requirements, and agency policies
• Support special projects and time-limited initiatives related to data, evaluation, or program improvement

QUALIFICATIONS

• High school diploma or equivalent required
• Strong interpersonal, communication, and organizational skills
• Proficiency in Microsoft Word, Excel, and email systems
• Attention to detail and ability to manage multiple tasks simultaneously
• Ability to maintain confidentiality and exercise professionalism
• Experience in nonprofit, healthcare, behavioral health, housing, or human services environments preferred
• Experience with client feedback collection, surveys, or data entry preferred
• Familiarity with case management systems, HMIS, or other data tracking platforms strongly preferred

CORE COMPETENCIES

• Professional and effective communication
• Trauma-informed and client-centered engagement
• Data accuracy and attention to detail
• Organization and time management
• Team collaboration and adaptability

PHYSICAL AND WORK REQUIREMENTS

• Ability to sit or stand for extended periods during scheduled on-site hours
• Ability to lift up to 25 pounds occasionally
• On-site presence required during assigned shifts

Requirements: