Data Specialist

Position Summary

The Data Specialist is responsible for supporting the collection, entry, cleaning, tracking, validation, reporting, and management of data for clinical research studies, clinical trials, grants, quality improvement projects, and evaluation activities. This role ensures that research and program data are accurate, complete, timely, secure, and usable for reporting, analysis, decision-making, and compliance purposes.

The Data Specialist works closely with research coordinators, investigators, regulatory staff, clinical teams, grant staff, and leadership to maintain data systems, monitor data quality, generate reports, and support study and project performance tracking.

Essential Duties and Responsibilities

Data Collection and Entry

• Enter study, participant, clinical, operational, and program data into approved databases, spreadsheets, electronic data capture systems, or sponsor platforms.
• Review source documents, forms, surveys, electronic health record data, and other data sources for completeness and consistency.
• Maintain accurate logs, trackers, and databases for enrollment, visits, outcomes, follow-up, deliverables, and reporting requirements.
• Ensure data entry is completed according to study timelines, grant deadlines, and organizational expectations.
• Identify missing, incomplete, or inconsistent data and follow up with appropriate team members.

Data Quality and Validation

• Conduct routine data quality checks to identify errors, duplicates, missing fields, outliers, and inconsistencies.
• Assist with data cleaning, reconciliation, and validation activities.
• Support resolution of data queries from sponsors, monitors, evaluators, funders, or internal team members.
• Maintain documentation of data corrections, updates, and quality checks.
• Assist in developing and updating data dictionaries, codebooks, and standard naming conventions.

Reporting and Dashboard Support

• Prepare routine and ad hoc reports for research leadership, investigators, sponsors, funders, and internal teams.
• Support the development of dashboards, performance trackers, and visual summaries of study or program progress.
• Track key metrics such as enrollment, retention, visit completion, screening outcomes, data completeness, and reporting deadlines.
• Assist with grant reporting, study progress reports, quality improvement updates, and leadership summaries.
• Present data in clear formats that support operational decision-making.

Data Systems and Database Management

• Maintain organized electronic files, data repositories, and study-specific data systems.
• Support the setup and maintenance of data collection tools, forms, surveys, and tracking systems.
• Assist with user access, data security, and appropriate role-based permissions, as assigned.
• Support integration of data from multiple sources, including electronic health records, survey tools, REDCap, Excel, sponsor portals, and shared drives.
• Ensure data files are stored, named, and maintained according to organizational and study-specific procedures.

Research, Compliance, and Confidentiality

• Maintain confidentiality of participant, patient, and organizational data.
• Follow HIPAA, human subjects protection requirements, sponsor requirements, and organizational data security policies.
• Support audit readiness by ensuring data documentation is complete and organized.
• Assist with maintaining data-related study files, including logs, reports, and data management documentation.
• Notify supervisors of data concerns, potential confidentiality issues, or significant inconsistencies.

Collaboration and Communication

• Work closely with Clinical Research Coordinators to ensure study data are complete and accurate.
• Communicate data issues clearly and promptly to research staff, investigators, and supervisors.
• Participate in research, grant, evaluation, and quality improvement meetings as needed.
• Provide basic technical assistance to staff using data collection tools or reporting templates.
• Support a team culture focused on accuracy, accountability, compliance, and continuous improvement.

Required Qualifications

•  Bachelor's degree in data management, health information management, public health, statistics, healthcare administration, information systems, or related field preferred.
• Experience with data entry, database maintenance, reporting, or healthcare/research data tracking.
• Strong proficiency with Microsoft Excel and Microsoft Office.
• Strong attention to detail and ability to identify inconsistencies in data.
• Ability to manage multiple data requests, deadlines, and reporting requirements.
• Ability to handle confidential information appropriately.
• Strong written and verbal communication skills.

Preferred Qualifications

• Experience in clinical research, healthcare, public health, grants management, or quality improvement.
• Familiarity with electronic health records, REDCap, electronic data capture systems, Microsoft Forms, Power BI, Tableau, or similar platforms.
• Knowledge of HIPAA, human subjects protection, and data security standards.
• Experience creating dashboards, pivot tables, charts, and summary reports.
• Experience working with FQHCs, community health centers, or underserved patient populations.

Key Competencies

• Data accuracy
• Confidentiality
• Analytical thinking
• Organization
• Timeliness
• Problem-solving
• Technical proficiency
• Clear communication
• Quality improvement mindset

Organizational Expectations

All employees are expected to:

• Uphold the organization's mission, values, and commitment to ethical research.
• Protect the rights, safety, dignity, and confidentiality of research participants.
• Work respectfully with diverse communities, patients, staff, investigators, and external partners.
• Follow all applicable organizational policies, research protocols, regulatory requirements, and compliance standards.
• Maintain accurate documentation and timely communication.
• Participate in training, team meetings, quality improvement activities, and performance review processes.
• Support a culture of accountability, transparency, collaboration, and continuous learning.

Work Environment

This position may require work in a clinical, office, hybrid, or community-based setting. The role may involve interaction with patients, research participants, clinical staff, investigators, sponsors, monitors, and community partners. Some local travel, evening hours, or flexible scheduling may be required depending on study needs.

Equal Employment Opportunity Statement

The organization is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status under applicable law.