Job Description
Job Summary: CCANO's Planning and Evaluation Department functions primarily as a support for the agency's services and programs. The department is tasked with assisting agency programs and support departments to train staff on data collection tools, design and manage information systems, direct agency reporting and analytics as well as provide supports for agency strategic planning efforts.
The Database Manager is an integral part of the Planning and Evaluation Department and is responsible for assisting in program planning activities. This position requires detailed knowledge of the various programs and services offered by the organization and to work closely with support department and program staff. The Database Manager works closely with the Director of Planning and Evaluation to plan changes to the agency data management system, build reports, train users and ensure the integrity of the organization's data. The position requires a high degree of interpersonal skills and the ability to communicate effectively with all levels of staffing. The position also requires organizational skills in order to meet reporting deadlines of various funding sources.
Duties/Responsibilities
Essential Job Functions:
- With Training, the Database Manager is expected to be proficient in all areas of the agency's client database, Apricot 360, including but not limited to, data entry, form creation, roles/permissions and reporting.
- Management of user accounts and permissions
- A working knowledge of the database structure in Apricot 360 is expected
- Proficiency in using all data entry forms used at CCANO and the ability to effectively communicate this knowledge during trainings
- Displayed ability to create new forms, reports, look-up tables and form logic to meet program data entry and reporting needs.
- The Database Manager is responsible for all staff trainings related to the Apricot 360 database This includes verification of new staff training (verified training with program staff, P&E staff or through recorded trainings).
- Refresher trainings held at least once per quarter, offering virtual attendance, and open to all CCANO staff.
- The Database Manager is responsible for data validation and error checking of agency-wide data concurrent with entry to include assisting program staff to identify and correct errors with their data (including missing form data, missing outcome information, missing or incorrect Needs/Outcomes data, etc.) - The running of monthly data validation reports to identify errors/omissions
- Training of program staff to utilize error/omission reports to monitor data cleanliness
- Finalizing data validation checks by the 20th of every succeeding month in preparation for monthly reports
- In the absence of the Director of P&E, the database manager is responsible for compiling and presenting agency reports to agency leadership (monthly, quarterly, yearly reports) - This includes the ability to pull and/or update all agency reporting templates.
- The capability of presenting agency statistics to leadership and other staff
- Maintenance of the P&E Help Desk
- Train and/or direct Apricot 360 users to the pesupport@ccano.org for all system requests, including, admin responsibilities (e.g. password changes, new user set-up), data cleaning (e.g. merging identified duplicate clients) and requests for additions/changes to forms, reports, roles/permissions, etc.
- Run reports on open and closed "tickets". Present open "tickets" at the weekly P&E staff meeting.
Other Duties/Responsibilities
- Assist agency and program leadership in scheduling monthly Program Collaborative and Administrative Council meetings.
- Compile Administrative Council meeting agendas and host meetings, as needed
- Co-lead annual program planning activities, including participation in all site visits, pre-meeting tasks and production of planning deliverables o Monitor program goals/outcomes and implements processes for continuous improvement o Participate in the process of identification and assessment of community needs to faciliate strategic decision making at the programmatic level
- Facilitate Direction of agency strategic planning initiatives, as needed
Physical Requirements: Prolonged periods of sitting at a desk and working on a computer. Sitting, Standing,
Walking, Talking, sitting at a desk, and working on a computer. Must be able to lift fifteen pounds at times. Physical Demands: Sedentary physical activity performing non-strenuous daily activities of an administrative nature.
A. Stand less than 33% of time on duty.
B. Walk less than 33% of the time on duty.
C. Sit between 33% and 66% of time on duty.
D. Use of hands to finger, handle or feel over 66% of time on duty.
E. Reach with hands or arms less than 33% of time.
F. Full ability to talk and hear.
G. Correctable vision required.
H. Able to lift/carry up to 15 lbs.
Minimum Educational and General Qualifications: Bachelor's Degree; Master's Degree in Public Health, Social Work, or related Health Sciences with an aptitude for data management/analysis preferred. Catholic Charities
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