Data Systems & Compliance Manager

Department: Finance, Data & Contract Compliance
Status: Full-Time, Exempt

General Schedule: Monday- Friday 8:30 am-5:00 pm, occasional evening or weekends may be required during major reporting period or system deployments

Work Environment: Hybrid

Reports To: Director of Finance
Direct Reports: 1

Salary Range: $90,000 - $105,000 annually, depending on experience

ABOUT ST. MARY'S CENTER

St. Mary's Center is a community of hope, healing and justice dedicated to improving the well-being of Seniors and Preschool Families in West Oakland by meeting basic needs for food, housing, and social connection. We build on a strong foundation of direct service provision and participant-led advocacy that amplifies the voices of people directly impacted by hunger, homelessness, and inequity to create a more just and caring society.

Today, our staff of 40 provides Senior Homeless and Housing Services, including case management and housing clinics; transitional housing at multiple sites; and a vibrant Community Center offering hot meals, social connection, and leadership development. We are partnered with a local nonprofit developer to build and service 73 new homes for Seniors near our headquarters. St. Mary's Center was recently one of two East Bay nonprofits to receive first-round federal HUD funding for street outreach to unhoused Seniors, and we are a CalAIM provider.

St. Mary's Center was the California Association of Nonprofits 2021 Nonprofit of the Year (District 9). Guidestar/Charity Navigator has awarded us their top-tier, 4-star rating for fiscal management and integrity for six consecutive years.

THE ROLE

The Data Systems & Compliance Manager is responsible for ensuring the integrity, reliability, and compliance of St. Mary's Center's core data systems across departments, including Housing, Senior Services, Behavioral Health, and Clinical programs. This role serves as the primary Salesforce Administrator, oversees the HMIS Clarity database, and supports future EHR integrations. The Manager maintains data quality, ensures regulatory compliance, supports staff in accurate documentation, and strengthens cross-department data workflows.

KEY RESPONSIBILITIES

Salesforce Administration & System Management (50%)

• Serve as the primary Salesforce Administrator for St. Mary's Center.
• Build and maintain flows, automation, validation rules, permission sets, page layouts, and user profiles.
• Develop and maintain dashboards and reports for leadership, Program Directors, and funders.
• Manage data imports, exports, deduplication, and routine system cleanup.
• Troubleshoot system issues and coordinate with Salesforce Support or consultants.
• Maintain documentation for system configurations, data fields, workflows, and change logs.
• Ensure that system configuration aligns with approved organizational workflows and supports accurate, compliant documentation.

Data Integrity and Quality Assurance, and Compliance (20%)

• Conduct routine data audits in Salesforce, HMIS Clarity, and future EHR systems.
• Ensure compliance with:
  HUD HMIS Data Standards, Alameda County Coordinated Entry requirements, Area Agency on Aging (AAA) documentation standards, CalAIM and contract-specific reporting rules.
• Maintain internal controls for data accuracy, confidentiality, and documentation consistency.
• Identify organization-wide data issues and lead corrective actions.
• Translate regulatory requirements into system requirements and documentation standards.
• Maintain data governance protocols aligned with HIPAA, privacy laws, and funder expectations.

Reporting & Performance Monitoring (15%)

• Build dashboards and reporting frameworks that support program outcomes tracking, contract compliance, and internal performance metrics.
• Prepare accurate, complete data for HUD, County/City contracts, AAA, internal teams, auditors, and Board reporting.
• Reconcile data across systems (Salesforce, HMIS, EHR) to ensure accuracy and consistency of reportable information.
• Collaborate with Finance and Contracts staff to ensure that data used for reporting, billing, and compliance aligns with funding requirements.

Staff Support, Training & Troubleshooting (15%)

• Provide daily user support for Salesforce, HMIS, and related systems.
• Train staff on documentation standards, data quality expectations, and system updates.
• Develop workflow maps, job aids, and data entry guides.
• Supervise the Intake & Coordinated Entry Specialist to ensure timely and accurate data entry.

REQUIRED QUALIFICATIONS

• 2-4+ years of hands-on Salesforce Administrator experience (Nonprofit Cloud strongly preferred).
• Demonstrated expertise in Salesforce Flows, automation, reporting, and data tools.
• Strong analytical, troubleshooting, and documentation skills.
• Ability to train staff at varying technical skill levels, convey complicated processes and systems in a clear and actionable way.
• Commitment to data integrity, accuracy, and continuous quality improvement.
• Commitment to St. Mary's Center mission and community of hope, healing and justice

PREFERRED QUALIFICATIONS

• Experience with HMIS Clarity or other homelessness response databases
• Knowledge of HUD HMIS standards, Alameda County/City contract requirements, and compliance with documentation expectations.
• Salesforce Administrator Certification (ADM-201) strongly desired
• Experience in housing, senior services, behavioral health, or homeless services.
• Familiarity with EHR systems or cross-platform integrations.
• Experience with process mapping and workflow design.
• Project management with experience in a nonprofit or human services environment preferred.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In general, while performing the duties of this job, the employee is expected to stand; walk; sit; reach with hands and arms; and talk or hear.

• Must be able to clearly communicate with others to understand them and to be understood.
• Must be able to read and compose documents so that their intent is easily understood.
• Must be able to make public presentations, speaking to groups of 10-100 individuals.
• Must be able to effectively use a computer and telephone to conduct business.
• Must be able to operate office equipment: telephones, copy, scanner and fax machines (and empty and load office dishwasher).
• Must be able to communicate over the telephone and take notes.
• Must be able to attend in-person or web-based meetings, sitting, listening, and taking notes.
• Must be able to prepare documents, research data on websites, and work on computers (with mouse or trackpad), operations up to 8 hours per day.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER
St. Mary's Center is an equal opportunity employer and is committed to an active Equal Employment Opportunity Commission (EEOC).
It is the stated policy of St. Mary's Center that all employees and applicants shall receive equal consideration and treatment in employment without regard to race, color, religion, ancestry, national origin, sex, marital status, medical condition, or physical handicap.

Pursuant to California's Fair Chance Ordinance, we consider qualified applicants with arrest/conviction records.