Data Support Assistant-Parttime

JOB TITLE: Data Support Assistant

PROGRAM AREA: Action Advocacy & Education Prevention Programs

JOB OBJECTIVE: To provide 20 hours per week of data and administrative support for Oasis Center, with a specific focus on AAE prevention funded programs and Statewide TOP. This role includes a primary responsibility for data entry and ensuring program data quality. In addition, this position provides support of state evaluator prevention surveys and reports, assist with data analysis and reporting for Statewide TOP Team.

ADMINISTRATION

Essential Functions – Overall

Maintain and track accurate, consistent, timely, and accessible electronic and paper records, including enrollment and permission forms, client surveys, and program session attendance.

Ensure data integrity and notify program supervisors if there’s discrepancies.

Assist in data analysis efforts, including helping staff pull data for internal and external reports.

Report and troubleshoot data submission errors and data error issues.

Provide feedback on data collection including format design, criteria, and requirements.

Perform data preparation procedures including data cleaning, standardization, and analysis.

Provide accessible online surveys to program staff via SurveyMonkey within Salesforce.

Maintain confidentiality and secure client information and files.

Respond to administrative requests that may vary day to day.

Other tasks as assigned.

Essential Functions – AAE Prevention Programs

Input participant enrollment, program and group cohorts into multiple databases- Salesforce and TN-Wits. (weekly).

Use Salesforce weekly data input (Service Schedules and attendance) to complete data entry into TN-Wits database.

Run Salesforce reports and utilize excel (if required).

Resolve discrepancies in information and obtain further information from staff for incomplete documents.

Assist with Salesforce training and SurveyMonkey training on IPADS as needed.

Track matched pre/post Tennessee Office of Prevention Surveys in master TOPS Spreadsheet.

Coordinate distribution, collection, and mailing of Tennessee Office of Prevention Surveys.

Correspond with EMT evaluator for receiving and mailing of Tennessee Office of Prevention Surveys (monthly).

Assist prevention staff with survey administration as needed including the use of SurveyMonkey on IPADS.

Assist with digital communications as requested.

Provide follow up communication as directed.

Implement and enforce proper data collection procedures.

Consult with supervisor on data collection problems.

Provide administrative assistance to AAE as requested.

Essential Functions – Statewide TOP

Create and maintain data visualization graphs in all TOP spreadsheets on Dropbox.

Support the Director of Statewide TOP in developing cleaner methods for interpreting and reporting on program data.

Assist with database training as required.

Prepare new spreadsheets for data submission at the end of the calendar year.

Requirements

MININMAL REQUIREMENTS/PERFORMANCE STANDARDS

Proficient in the use of Microsoft Office, especially Microsoft Excel.

Experience with cloud base services such as Microsoft 365.

Proficient in or ability to gain proficiency in Salesforce.

Experience with database development and/or database management.

Experience with data analysis.

Ability to use logic and to think independently and systematically about data processes.

Ability to give and receive feedback within a team.

Ability to multitask and bring order to a variety of processes.

Ability to effectively set and management multiple priorities and use time constructively.

Ability and desire to learn on the job.

Two-year relevant experience.

Educational Requirements/Performance Standards: Bachelor's degree or equivalent

Supervisor: Data Support Coordinator

PHYSICAL DEMANDS

Ability to communicate effectively in oral and written form.

Ability to utilize office equipment and computer software.

Ability to maneuver stairs and uneven terrain.

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. The physical demands of this position may be reasonably accommodated for individuals with disabilities on a case-by-case basis.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and distance vision.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Oasis Center is an equal opportunity/affirmative action employer and is operated in accordance with a policy which does not permit discrimination because of race, color, sex, age, handicap, national origin, sexual orientation, gender identity, or gender expression.

Salary Description

$20.00 an hour