DATA COORDINATOR
Reports To: Director, Data & Technology
Classification: Full-Time, Non-Exempt
Supervisory Responsibilities: None
Work Schedule: Full-time, 40 hours per week
OUR MISSION
Grace Place puts faith into action, providing pathways out of poverty by educating children and families.
POSITION SUMMARY
The Data Coordinator is a member of Grace Place's Data Team and is responsible for accurately entering, maintaining, reviewing, and organizing information across the organization's student, family, program, donor, grant, and reporting systems.
This role supports student enrollment and attendance records, routine organizational reporting, donor gift processing, Development records, grant information, communication systems, food-distribution records, and data-quality reviews. The Data Coordinator collaborates with members of the Data Team and staff across Programs, Development, Finance, and other departments to obtain required information, resolve routine discrepancies, and maintain complete and accurate records.
The ideal candidate is organized, dependable, detail-oriented, and comfortable working with multiple systems and large spreadsheets. Strong Microsoft Excel skills, sound judgment, confidentiality, and a commitment to Grace Place's mission are essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Student and Program Data Management
- Process new student and family registrations for School Age Programs and Bright Beginnings.
- Create and maintain accurate student and family records in EZReports, Stopwatch, and other designated systems.
- Enter and update enrollment, attendance, program sessions, participation, and student status records.
- Add, remove, and transfer students between programs and sessions based on information provided by authorized program staff.
- Compare information across registration documents, program records, EZReports, Stopwatch, and other source systems.
- Identify missing, duplicate, incomplete, or inconsistent information and prepare follow-up lists for Program Managers.
- Coordinate with Program Managers and Data Team members to resolve routine data discrepancies.
- Enter and maintain grades, assessment results, survey responses, family-event participation, and other required program data.
- Provide approved assessment results and reports to program staff to support student placement and instructional planning.
- Maintain organized documentation for enrollment, attendance, assessments, family events, field trips, and other program activities.
- Escalate complex or significant discrepancies to the appropriate Data Team member.
Reporting and Data Quality Support
- Maintain information within ETO, EZReports, Stopwatch, and other designated reporting systems.
- Prepare recurring and ad hoc reports using established templates, procedures, and reporting schedules.
- Assist with monthly, quarterly, annual, grant, Development, and organizational reporting, including the monthly Development Report.
- Review reports for missing information, duplicate records, inconsistencies, and apparent formula errors.
- Compare reports with source documents and systems to verify accuracy and completeness.
- Import ETO survey data and other approved information into designated systems.
- Complete approved imports and exports and support annual reporting, dashboards, surveys, and data-cleanup projects.
- Cross-reference student, family, donor, and program information between source records and databases.
- Coordinate routine corrections with members of the Data Team and appropriate department staff.
- Maintain supporting documentation for corrections and follow-up activities.
- Protect the confidentiality and security of student, family, donor, employee, and organizational information.
Development and Donor Data Support
- Enter and maintain accurate donor, constituent, gift, campaign, appeal, and event information in Raiser's Edge and other approved systems.
- Process incoming gifts using established procedures, coding instructions, and internal controls.
- Import and post approved transactions from BBMS, CardPointe, GiveSmart, PayPal, and other approved platforms.
- Record cash, checks, stock, in-kind gifts, ACH/EFT donations, donor-advised fund distributions, trust payments, and other contributions based on supporting documentation.
- Coordinate with Development staff to obtain missing information and ensure gifts are properly recorded and coded.
- Prepare deposit sheets, batch-control reports, contribution files, and supporting documentation for Finance.
- Process recurring electronic transactions according to the established schedule.
- Create and maintain Appeal, Fund, and Campaign coding as directed and add approved information to constituent records.
- Export mailing, email, and distribution lists using approved criteria and assist with campaign tracking and routine reporting.
- Refer unusual gifts, unclear coding, reconciliation differences, or missing documentation to the appropriate Data Team or Development staff member.
Grant, Event, and Constituent Data Support
- Enter grant proposals, awards, deadlines, and related information into Raiser's Edge or other designated systems.
- Maintain accurate grant records and supporting documentation and track reporting dates and compliance requirements using established processes.
- Process and record grant-related contributions.
- Assist with gathering and organizing information for grant reporting and compliance tracking.
- Process fundraising event registrations, payments, and donations.
- Complete approved GiveSmart and other event-related data imports, uploads, and downloads.
- Record constituent participation and approved event-related expenses and coding.
- Assist with post-event reconciliation, data cleanup, reporting, and documentation.
Communication and Food-Distribution Data Support
- Maintain accurate parent, family, and staff contact information in Remind and other approved communication platforms.
- Create and update communication groups as enrollment and staffing change.
- Add and update approved contacts in Mailchimp and coordinate corrections to missing or outdated information.
- Enter new families into the designated food-distribution system and verify receipt of required eligibility documentation.
- Generate family QR codes and maintain accurate food-distribution records.
- Support food-distribution reporting and enter snack-count data submitted by program staff.
- Support volunteers during food distributions when assigned.
Systems Support and Continuous Improvement
- Develop and update software-navigation guides, user instructions, standard operating procedures, and other system documentation.
- Assist with technology training for employees and volunteers.
- Support software implementations, system updates, and other technology-related initiatives.
- Help prepare instructional materials, reference guides, and training videos.
- Respond to appropriate data and reporting requests from Program Managers and other departments.
- Maintain organized electronic files, reporting documentation, and standard operating procedures.
- Participate in Data Team meetings, department meetings, planning discussions, and cross-functional projects.
- Recommend practical improvements to routine data-entry and administrative processes.
- Perform all other duties as assigned.
QUALIFICATIONS
Education
- High school diploma or equivalent required.
- Associate degree or college coursework in business, information technology, data administration, finance, nonprofit administration, or a related field preferred.
- An equivalent combination of education, training, and relevant experience may be considered.
Experience
- Previous experience in data entry, administrative support, database maintenance, bookkeeping, reporting, or a related area preferred.
- Experience with Raiser's Edge, EZReports, ETO, Stopwatch, GiveSmart, or similar systems helpful but not required.
- Strong proficiency in Microsoft Excel required.
Knowledge, Skills and Abilities
- Strong Microsoft Excel skills, including sorting and filtering data, using formulas, organizing and formatting spreadsheets, identifying duplicate or inconsistent information, and completing data comparisons.
- Ability to work accurately with large spreadsheets and data sets; familiarity with pivot tables, lookup functions, data validation, and data imports or exports preferred.
- Proficiency with Microsoft 365 applications, including Word, Outlook, Teams, and SharePoint.
- Strong attention to detail and commitment to maintaining complete and accurate records.
- Ability to learn and effectively use multiple databases, reporting systems, and technology platforms.
- Strong organization, time management, communication, and prioritization skills.
- Ability to manage multiple assignments and deadlines while maintaining accuracy and focus.
- Discretion in handling confidential student, family, donor, employee, financial, and organizational information.
- Ability to collaborate effectively as a member of the Data Team and with staff across the organization.
- Personal qualities of integrity, dependability, and a deep commitment to Grace Place's mission.
PHYSICAL REQUIREMENTS
This is primarily a sedentary administrative position requiring the employee to remain seated at a desk and work at a computer for extended periods of time.
- Regularly operate a computer, keyboard, mouse, telephone, copier, scanner, and other standard office equipment, including repetitive hand and wrist movements associated with typing and data entry.
- Frequently review information displayed on computer screens and contained in electronic and printed documents while maintaining accuracy and attention to detail.
- Communicate clearly through spoken and written word with employees, families, donors, volunteers, and other individuals in person, by telephone, and through electronic platforms.
- Occasionally stand, walk, bend, stoop, reach, and move throughout offices, classrooms, program areas, and other campus locations.
- Occasionally move or lift office supplies, files, equipment, and other materials weighing up to 25 pounds.
- Occasionally assist with organizational events, food distributions, meetings, or training that may require extended periods of standing or walking.
- Although this is an administrative role, the Data Coordinator must be able and prepared to step into a classroom when needed to maintain required staffing ratios, support child safety, or assist with classroom operations.
- When assigned to classroom support, lift, carry, or hold children weighing between 10 and 40 pounds and occasionally lift or assist with weight exceeding 40 pounds.
- When assigned to classroom support, sit on the floor or low chairs; stand, walk, bend, squat, kneel, reach, twist, and move at a pace sufficient to support child safety across classrooms, common spaces, playgrounds, and outdoor areas, including uneven surfaces.
- Remain mentally alert and maintain the energy, stamina, and awareness necessary to respond to unexpected situations or emergencies and perform the essential functions of the position throughout the assigned shift.
Reasonable accommodations will be considered in accordance with the Americans with Disabilities Act (ADA) to enable qualified individuals to perform these essential functions.
ADDITIONAL INFORMATION
Background Check: A satisfactory criminal background check and fingerprinting are required for employment. Grace Place may rescind a conditional offer if disqualifying information is discovered or if a candidate knowingly withheld or falsified information.
Mission Alignment: As a member of the Grace Place team, this individual is expected to value and actively support the organization's Vision, Mission, Faith Statement, and Organizational Core Values.
EQUAL EMPLOYMENT OPPORTUNITY
Grace Place values diversity in the workplace and among our partners and stakeholders. It is our policy to provide equal employment opportunities to all qualified employees and applicants without regard to race, color, religion, sex, national origin, age, disability, marital status, pregnancy, veteran status, sexual orientation, gender identity, genetic information, or any other characteristic protected under applicable law. This policy applies to all phases of employment, including recruiting, placement, promotion, transfer, compensation, training, and termination.
Employees and applicants shall not be subjected to harassment or retaliation for filing a complaint, participating in an investigation, opposing unlawful practices, or exercising any legal right protected under equal employment opportunity law. Supervisors are responsible for the affirmative implementation of these policies. Violations may result in disciplinary action.
DISCLAIMER
This job posting is not designed to cover a comprehensive listing of all activities, duties, or responsibilities required. Other duties may be assigned at any time with or without notice.
