Data Systems and Subrecipient Administrator

Job Description

Job Title: Data Systems and Subrecipient Administrator

Reports To: Development and Partnerships Director

FLSA: Exempt

Location: Hybrid Eligible, Full-Time

Summary:

The Data Systems and Subrecipient Administrator is responsible for leading local administration and user support for data platforms that MCCAC staff and subrecipient organizations rely on to deliver programs. This role ensures the effective use, accuracy, and compliance of these systems by providing staff training, maintaining policies and procedures, and troubleshooting technical issues. The Administrator supports data quality through monitoring, reporting, and coordination with program managers, finance staff, and partner agencies. This role provides hands-on support to staff, subrecipients, and partners through training, technical assistance, and ongoing monitoring of program quality and supports program evaluation, compliance, and improvement by contributing to data analysis and reporting.

Essential Duties and Responsibilities

Essential Duties and Responsibilities include the following (other duties may be assigned).

Data System Administration and Workflow Management

• Manage MCCAC's HMIS and support related data systems (e.g., OPUS, Smartsheet, Bill.com, Unite Us).
• Coordinate with internal teams and subrecipients to ensure data platforms reflect current funding, activities, and reporting requirements.
• Develop and maintain data entry workflows, training materials, and SOPs.
• Update MCCAC's Data Systems Policies and Procedures, including those related to privacy, confidentiality, and data use.
• Ensure compliance with state and federal law and all MCCAC funding requirements regarding program/client data collection.

Data Quality, Training, and Care Coordination

• Train and support MCCAC and subrecipient staff to ensure timely, accurate data entry and proper system use.
• Conduct regular training and data evaluations to ensure compliance with quality standards.
• Lead quarterly data reviews and coordinate quality improvement actions with program teams and partners.
• Participate in semi-monthly case conferencing, including updating the Coordinated Entry list.
• Enter data as needed in collaboration with program managers and frontline staff.

Reporting and Data Visualization

• Generate and analyze data reports for funders and internal stakeholders in collaboration with program managers and partners.
• Support training and technical needs related to the annual Point in Time Count.

Subrecipient Program Delivery Responsibilities

• Facilitates coordination between program, finance, development, and care coordination team members to help subrecipients meet federal, state, and local program requirements.
• Manages all MCCAC subcontractor and subrecipient agreements, in coordination with MCCAC's Grants and Contracts Administrator and relevant program manager(s).
• Working with the MCCAC Deputy Director and Grants and Contracts Administrator, participates in and helps guide entire subrecipient process following guidelines established by Subrecipient Monitoring Workbook.

Ensures consistent use of internal controls and record-keeping policies/practices to maintain accurate program data and expense tracking, support timely responses and address compliance needs.

Qualifications & Skills

• Strong understanding of social service programs and data systems (particularly local, federal, and Oregon-State Funded energy, housing, and shelter assistance programs) with expertise in client advocacy, equity and racial justice, and services for low-income or homeless populations.
• Excellent organizational, problem-solving, and interpersonal communication skills.
• Ability to interpret data and identify and report on trends.
• Ability to work independently and collaboratively with internal and external stakeholders.
• Proficiency in Microsoft Office and data platforms; experience with HMIS preferred.
• Bilingual in Spanish a plus.
• Leadership, team building, project management, and cross-departmental coordination skills.
• Proficient in compliance and quality improvement practices common to social services or healthcare.
• Skilled in interpreting and training on technical program guidance
• Capable of managing multiple deadlines under pressure.
• Valid driver's license and proof of auto insurance required.

Education & Experience:

• Minimum 2 years experience with HMIS or 5 years with similar data platforms.
• High school diploma or GED required; degree in data science, public admin, or social work preferred.
• Experience with and proficiency in Microsoft Office and data platforms; experience with HMIS preferred.
• Experience using and promoting best practices around training community partners to use various data systems.
• Experience providing direct services to low-income clients and other traditionally underserved communities and/or training staff to deliver direct services to low-income clients and other traditionally underserved communities.
• Experience maintaining technical records.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical - Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Problem Solving - Identifies and resolves problems in a timely manner; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management - Assists in developing project plans; Provides processes and procedures to help coordinate projects; Communicates changes and progress.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Leadership - Leads by example with integrity and accountability. Builds trust, supports team development, and fosters a collaborative, inclusive work environment. Effectively communicates direction, manages change, and motivates others to achieve shared goals.
• Ethics - Ensures client confidentiality, integrity, and adherence to organizational values.

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.

• While performing the duties of this job, the employee is frequently required to sit for long periods of time, and use hands to finger, handle, or feel, talk and listen
• The employee occasionally lifts up to 25 lbs.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate, similar to that of a busy office
• This position may require some overnight and out-of-area travel for training opportunities and conferences. Frequent local travel within MCCAC's service area.