Database Manager

Job Details

SA Campus - San Antonio, TX

Full Time

Description

Job Title: Database Manager

Division: Executive Department: Compliance

Reports to: Chief Compliance Officer Date Created/Revised: 04/09/2025

FLSA Classification: Exempt Effective Date:

Agency Purpose/Mission

Roy Maas Youth Alternatives (RMYA) creates brighter futures for children in crisis by promoting individual success and healthy relationships in a safe, healing environment, giving children and families the tools to end the cycle of abuse. RMYA provides youth with basic living needs, including food, clothing, shelter, hygiene, education, vocation, transportation, recreation, and extracurricular needs. We provide treatment programs for traumatized youth who most often are victims of sexual, physical, and/or emotional abuse and who present behavioral and mental health needs. RMYA uses trauma-informed techniques and relationship-based approaches to create safe environments that provide consistency, structure, and care for the youth we serve.

Job Summary

Under the supervision of the Chief Compliance Officer, the Database Manager is responsible for the operation, management and effective use of RMYA’s client databases and other databases that support RMYA operations. This position in conjunction with the Operations, Finance & Accounting, Development & Marketing, and Human Resources Departments, develops and manages client-related data collection and entry processes, data quality management, and data reporting for the agency. The Database Manager also helps the agency plan for future client data needs.

Essential Duties/Responsibilities

Database Management

Serve as the agency’s client database administrator for designated databases, including but not limited to, Apricot360 and the Homeless Management Information System (HMIS), as well as the agency’s learning management system, myLearningPointe.

Set up user access and permissions, ensuring that users have the scope of access necessary to complete their job responsibilities, while also protecting client confidentiality.

Monitor data entry and user activity in database(s) to ensure data accuracy, timeliness, consistency and compliance with established protocols across all direct service departments.

Maintain data integrity and hygiene, providing feedback to users and service management, and following up to correct errors or omissions as needed.

Run monthly and annual data reports to aggregate and quantify program performance, including those for grant- and state-funded programs. Provide data for specific grants on an as-needed basis.

Complete internal and external quality assurance reports, as needed.

Develop and manage standard reporting dashboards and KPI indicator reports in coordination with stakeholders from other departments.

Ensure records and reports generated in client databases are retained, protected and or destroyed to ensure confidentiality and compliance with record retention requirements.

Implement updates and improvements to agency databases to enhance efficiency and functionality.

Stay informed of federal, state, and local regulations related to data processing systems and security standards.

Training and User Support

Develop, manage, and provide training on agency databases and data entry protocols for client-related data to ensure timely, reliable, and accurate data management.

Provide end user support and system troubleshooting in a timely manner to maintain continuity of service provision and business operations.

Train program staff to utilize error/omission reports to monitor data cleanliness.

Create user-friendly forms, reports, surveys, and training guides to enhance user experience and compliance.

Technical Liaison

Serve as primary liaison between agency and system operations personnel regarding system performance issues, contract concerns, etc.

Serve as primary liaison between agency and any third-party database contractors providing specialized services.

Ensure agency compliance with local HMIS policies and requirements, and serve as point of communication for local HMIS and agency.

Relationships and Collaboration

Represent RMYA in a professional manner at approved events in the community, gatherings, workshops, and trainings.

Maintain relationships with vendors and suppliers.

Work in collaboration with program and all other agency employees to facilitate a team environment; participates in team meetings and commits to group decisions; role models effective team behaviors; demonstrates effective communication skills in building relationships with all employees and clients.

Foster teamwork by working collaboratively and effectively with others to set goals, resolve problems, and ensure decisions are made in the best interest of the youth, families and the agency.

Contribute ideas and solutions to the Compliance and Quality Improvement Plan with regards to the database(s) RMYA is utilizing.

Protect the confidentiality of clients and RMYA proprietary information.

Adhere to the RMYA Code of Ethics.

Maintain compliance with all training requirements.

Maintain compliance with all RMYA, Department of Family & Protective Services (DFPS), Texas Child-Centered Care (T3C), Single Source Continuum Contractor (SSCC), Council on Accreditation (COA), and HMIS policies and procedures and with all federal, state and local laws.

Perform other duties as assigned.

Qualifications

Required Qualifications

Education: Bachelor’s degree from an accredited college or university in a relevant field such as Computer Science, Management Information Science, Data Science, etc. Eight years’ relevant work experience may be substituted for a degree.

Certification/Licenses: Database Administrator certification(s) strongly preferred.

Work Authorization/Security Clearance Requirements:

Successful clearance of Department of Family and Protective Services licensing background checks, (to include fingerprinting and drug testing) and maintenance of status providing ability to be present at an operation.

Ability to maintain compliance with applicable Texas rules, regulations, and laws that govern behavioral and mental health services for youth and their families ensuring that the highest standards of generally accepted clinical, ethical, and professional standards are followed.

Valid Texas driver’s license or ability to obtain within 90 days of hire. Must have and maintain an acceptable driving record.

Experience/Knowledge/Skills:

Proficiency in database management systems (e.g., SQL Server, MySQL, or Oracle) required

Experience with Apricot360 required; experience with HMIS and myLearningPointe preferred.

Strong knowledge of database design, normalization, and optimization.

Familiarity with data backup, recovery, and disaster recovery processes.

Ability to troubleshoot technical issues in a timely and professional manner.

Experience with nonprofit data collection and client data collection protocols.

Ability to format forms, surveys, and guides in a user-friendly manner.

Knowledge of Child Protective Services (CPS) and law enforcement designations, definitions, and acronyms.

Experience with diverse cultures, languages, and situations.

Ability to communicate clearly and concisely both orally and in writing, including ability to explain technical concepts to non-technical audiences.

Ability to organize a variety of tasks and deal with a variety of people.

Excellent attention to detail.

Excellent telephone and computer skills.

Strong interpersonal skills and positive attitude.

Effectively utilize critical thinking skills.

Organizational Competencies:

People Skills – demonstrates sensitivity and empathy with others, possesses insight into behavior, maintains open communication and respects diversity, interacts respectfully, effectively, and cooperatively with a wide range of people.

Integrity, Ethics, and Professionalism – demonstrate strong moral principles and work ethic, behaves ethically, acts fairly, takes responsibility, and maintains client confidentiality; maintains a professional appearance and presence, demonstrates self-control and a positive attitude.

Initiative –demonstrates a willingness to work and persists to accomplish tasks even when conditions are difficult or deadlines are tight, setting challenging goals and can work independently.

Dependability and Reliability – fulfill obligations and follows through, meets attendance and punctuality expectations, attends to details and follows directions.

Adaptability and Flexibility - Displaying the capability to adapt to new, different, or changing requirements. Embracing new innovations and providing suggestions to improve processes and tasks.

Role Competencies:

Mathematics and Science- using principles of mathematics to solve problems like quantification, computation, measurement, and estimation; using scientific methods and comprehension to solve problems.

Working with Tools and Technology- selecting, using, and maintaining tools and technology to facilitate work tasks.

Critical Thinking and Problem Solving- using logic, reasoning, mental agility, and analysis to address problems; applying critical-thinking skills to solve problems by generating, evaluating, and implementing information, solutions, and alternatives.

Planning and Organizing- plans and prioritizes work, manages time effectively, develops contingency plans, and manages projects.

Instructing- teaching or showing someone how to do something.

Physical Requirements: Prolonged periods of constant sitting at a desk and working on a computer. Frequent sitting, driving, bending, reaching, hand and wrist rotation, climbing stairs; occasional walking, standing, crawling under desks, squatting, kneeling, writing, and typing, lifting, and carrying at least 20 pounds, pushing, pulling, and grasping. In person attendance with face shield/mask required.

Work Environment: Willingness to work flexible hours, including evenings, weekends, and holidays. Shifts in environmental conditions i.e., hot, cold, outdoor, indoor, dry, humid, noise, moving objects, glare, sharp edges, and congested areas. fast-paced work using sensory demands i.e., hearing, vision, speech, spatial perception; dealing with multiple, complex, and repetitive tasks, working under pressure and deadlines, meeting precise standards, attention to detail, and some traveling. May be requested to work overtime and weekends for special program events.

Equal Employment Opportunity Statement

RMYA is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, pregnancy-related conditions, and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, physical or mental disability, genetic information, military service and veteran status, or any other characteristic protected by applicable federal, state, or local laws and ordinances.