Data Specialist
JOB TITLE: Data Specialist
REPORTS TO: Operations Supervisor
HOURS: 35 hours per week, typically Monday to Friday, 8:30 am to 4:00 pm (in addition to a 30-minute unpaid lunch break), with the option of a flexible work week. There is no paid overtime provided with this position.
LOCATION: This position is based out of Families Matter's NE Hub, with travel between sites and occasional community meetings as required.
SALARY: $60,000 annually
JOB PURPOSE
The Data Specialist is responsible for the integrity, organization, and strategic use of data across Families Matter. This role manages the organization’s information systems, including Penelope, Excel, and the Microsoft shared drive, ensures funder reporting requirements are clearly understood and consistently met, and maintains the registration system on the Families Matter website.
The Data Specialist works closely with program supervisors, the grant writer, and the leadership team to provide accurate, timely, and meaningful data that supports decision-making, funding compliance, and continuous program improvement. This role brings together hands-on systems administration with higher-level data interpretation, helping the organization understand not just what the data shows, but what it means and what should be done about it.
This role includes a shared planning process with the Operations Supervisor to establish priorities, reporting expectations, and system improvement goals. This plan is reviewed regularly to ensure alignment, accountability, and effectiveness.
QUALIFICATIONS:
Educational and professional requirements
- Diploma or certificate in data management, business administration, information systems, or a related field
- Equivalent combination of education and experience will be considered
- Demonstrated experience working with case management or client database systems; familiarity with Penelope is a strong asset
Knowledge, Experience and skills requirements
- Strong proficiency in Excel, including formulas, pivot tables, and data organization
- Comfort working within a Microsoft shared drive environment, including file organization and permissions
- Experience with WordPress, particularly managing forms, registrations, or page content; experience with Gravity Forms is an asset
- Demonstrated ability to read and interpret funding agreements or similar contractual documents
- Strong analytical skills with the ability to translate data into clear, actionable recommendations
- Sound understanding of privacy legislation (PIPA) and best practices for confidential client information, or willingness to develop this knowledge quickly
- Excellent organizational skills and high attention to detail
- Demonstrated ability to work independently, manage competing priorities, and take initiative without requiring close supervision
- Strong collaborative and communication skills, with the ability to work effectively across teams with varying levels of technical familiarity
- Comfort creating clear, simple documentation and process guides so that organizational knowledge does not rely on any one person
- A genuine openness and adaptability to change, as funder requirements, systems, and organizational needs shift on an ongoing basis
- Experience in the nonprofit or social services sector is an asset
Other Requirements
- Updated Police Information Check and Child Intervention Check
DUTIES AND RESPONSIBILITIES:
Systems Management
- Serve as the organization’s primary administrator and point of expertise for Penelope, Excel, and the Microsoft shared drive
- Maintain clean, consistent, and well-organized data structures across all systems
- Provide troubleshooting support and basic training to staff using these systems
- Create and maintain simple process documentation and how-to guides so that key data processes are not dependent on any one individual
- Recommend and implement system improvements as organizational needs evolve
Funder Reporting and Compliance
- Review and maintain a working familiarity with all current funding agreements
- Determine what information must be collected to meet each funder’s requirements, and build the systems and processes needed to collect it accurately
- Identify gaps between what is currently being collected and what funders require, and bring forward clear recommendations to close those gaps
- Stay current on changes to funder requirements and proactively adjust data collection accordingly
- Regularly review existing data collection practices to identify information that is no longer needed, and recommend discontinuing collection where appropriate to reduce unnecessary burden on staff and clients
Website and Registration Management
- Manage and maintain class and program registrations through the Families Matter WordPress website
- Keep website program listings, forms, and registration content current and accurate
- Work with the website team or developer as needed to troubleshoot issues and implement improvements
Data Analysis and Reporting
- Pull regular data for the leadership team to support funding applications, funder reports, and ongoing organizational decision-making, as needs arise
- Identify trends in program data over time and bring them forward proactively, not only when asked
- Interpret data in context and provide clear, practical recommendations based on findings, rather than raw numbers alone
- Support the grant writer and program supervisors with the data needed for funding proposals and renewals
Privacy and Data Security
- Ensure all data collection, storage, and reporting practices comply with Alberta’s Personal Information Protection Act (PIPA) and Families Matter’s confidentiality policies
- Apply strong judgment regarding client confidentiality in all data handling, including who has access to sensitive information and how it is stored or shared
- Flag privacy or data security concerns proactively and recommend safeguards as systems evolve
Cross-Training and Knowledge Sharing
- Build basic data literacy among other staff so the organization is not solely dependent on one person for day-to-day data needs
- Provide informal training and support to staff who interact with data systems as part of their role
Leadership Team Collaboration
- Attend leadership meetings on an occasional basis to provide updates on data systems, funder reporting, and emerging trends
- Communicate relevant data findings and system changes clearly to staff and leadership with varying levels of technical comfort
- Participate in relevant organizational planning processes, bringing a data-informed perspective to discussions
- Submit mileage claims, expense reports, and HR documentation in a timely manner
Training & Professional Development
- Participate in ongoing training related to family support, trauma-informed practice, and early childhood development
- Engage in reflective practice and continuous learning
- Maintain awareness of best practices and emerging trends in family support services
- Actively work toward achieving goals outlined in their PGP
WORKING CONDITIONS:
- Work is primarily desk-based, conducted in an office environment at either Families Matter location
- This is not a remote position; regular in-person presence at Families Matter's NE Hub is required
- Occasional travel between Families Matter locations for meetings
- Workload ebbs and flows depending on funder deadlines and reporting cycles, requiring flexibility and strong prioritization
- Requires comfort with ongoing change, as systems, funder requirements, and organizational needs shift over time
- Frequent exposure to sensitive and confidential client information, requiring sound judgment and discretion at all times
HOW TO APPLY
Interested applicants are invited to submit a resume and cover letter to [email protected]. This position will remain open until filled. We thank all applicants for their interest; only those selected for an interview will be contacted.
