The Up Center is the oldest and largest child and family services agency in Hampton Roads and has been part of our community since 1883. As one of the largest nonprofit providers of evidence-based mental health services in our region, we provide personal and innovative services to approximately 10,000 children and adults each year. Purposefully evolving over the years to meet the changing needs of our region, we have a deep understanding how trauma and mental health impacts children’s, families, and individuals’ ability to thrive. We work daily to transform both our services and the system of care in our community and have clearly stated strategic goals to both champion this need and to increase our capacity to provide critical services.
The Outpatient Data & Grants Coordinator serves as the primary administrator for data management, reporting, quality improvement, and grant compliance within The Up Center's Outpatient Counseling Program. This highly independent position is responsible for maintaining the integrity of program data, optimizing Electronic Health Record (EHR) systems, generating meaningful reports, supporting grant development and reporting, collaborating with revenue Cycle Management, and providing data-driven recommendations that improve organizational performance.
Working independently with minimal day-to-day supervision, this position collaborates with program leadership to ensure data accuracy, monitor program outcomes, evaluate service trends, and meet the reporting requirements of funders, regulatory agencies, and organizational leadership. While the position supports clinical operations through data and systems management, it has limited involvement in direct clinical service delivery and focuses primarily on data interpretation, reporting, technology, and continuous quality improvement.
The ideal candidate is highly analytical, technologically proficient, and skilled at transforming complex qualitative and quantitative data into meaningful information that supports strategic decision-making, program growth, operational excellence, and successful grant management.
Essential Duties and Responsibilities
Data Analytics & Reporting
- Serves as the primary data management resource for the Outpatient Counseling Program.
- Collects, validates, analyzes, and interprets qualitative and quantitative program data to identify trends, measure outcomes, and support organizational decision-making.
- Develops recurring and ad hoc reports for the team, leadership, funders, accreditation, and internal stakeholders.
- Designs dashboards and performance metrics to monitor program utilization, service delivery, client outcomes, referral patterns, demographics, access to care, and quality indicators.
- Interprets program data and provides recommendations for operational improvements, resource allocation, service expansion, and strategic planning.
- Monitors key performance indicators and communicates findings through clear written reports.
- Ensures data accuracy, integrity, consistency, and compliance across all reporting systems.
Electronic Health Record (EHR) Administration
- Serves as the primary expert on Electronic Health Record (EHR) functionality, reporting, and data integrity.
- Develops and maintains standardized workflows that promote accurate documentation, data consistency, and regulatory compliance.
- Conducts routine EHR audits to evaluate documentation quality, reporting accuracy, and compliance with organizational, payer, and accreditation standards.
- Creates custom EHR reports to support leadership, grant reporting, quality improvement initiatives, and program evaluation.
- Trains staff on documentation standards, reporting requirements, and effective utilization of EHR technology.
- Collaborates with IT and EHR vendors to identify opportunities for system enhancements and workflow improvements.
Grant Management & Reporting
- Partners with the Development and Grants teams to support grant applications, renewal requests, data collection, and outcome measurement.
- Collects, analyzes, and summarizes program data required for grant reporting.
- Assists with grant narrative development by translating program outcomes into compelling, data-driven stories.
- Monitors grant performance measures and ensures timely submission of required reports.
- Maintains documentation supporting grant compliance and audit readiness.
Quality Improvement & Program Evaluation
- Leads data-informed Continuous Quality Improvement (CQI) initiatives by identifying trends, gaps, and opportunities for improvement.
- Evaluates client satisfaction, service effectiveness, service delivery, and operational performance using quantitative and qualitative methods.
- Develops recommendations that improve efficiency, client access, documentation quality, and program outcomes.
- Collaborates with leadership to implement process improvements informed by data analysis.
Program Support
- Monitors referral activity, scheduling trends, service utilization, and intake completion to identify operational barriers.
- Coordinates service delivery reporting, demographic reporting, credentialing support, chart audits, annual compliance tracking, and other administrative reporting functions.
- Supervises the Clinical Intake Coordinator while supporting efficient administrative workflows.
- Collaborates across departments while functioning independently as the program's primary data and reporting specialist.
- Performs other related duties as assigned.
Required Qualifications
- Bachelor's degree in Health Information Management, Public Health, Healthcare Administration, Data Analytics, Business Administration, Statistics, Information Systems, or a related field.
- Three or more years of progressively responsible experience in healthcare administration, behavioral health, nonprofit data management, health informatics, program evaluation, or grant administration.
- Demonstrated experience working with Electronic Health Record (EHR) systems, including report development, documentation standards, data validation, and workflow optimization.
- Advanced Microsoft Excel proficiency including:
- Pivot Tables
- XLOOKUP/VLOOKUP
- INDEX/MATCH
- Power Query
- Advanced formulas
- Conditional formatting
- Dashboard creation
- Data validation
- Charts and visualizations
- Experience analyzing and interpreting both qualitative and quantitative data and presenting findings in ways that support strategic decision-making.
- Demonstrated experience generating complex reports for organizational leadership, government agencies, accreditation bodies, or grant funders.
- Experience supporting grant writing, grant reporting, and outcome measurement preferred.
- Strong computer proficiency with Microsoft Office Suite, databases, reporting software, and business intelligence tools (Power BI or similar preferred).
- Exceptional analytical, organizational, and problem-solving skills.
- Excellent written communication skills with the ability to prepare professional reports, executive summaries, and grant narratives.
- Ability to work independently, prioritize competing deadlines, maintain confidentiality, and exercise sound judgment.
- Valid Virginia driver's license.
Preferred Qualifications
- Experience in behavioral health or human services.
- Knowledge of CARF, Medicaid, or other healthcare reporting requirements.
- Experience with data visualization software such as Power BI or similar.
- Grant management certification or program evaluation experience preferred.
The Up Center is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, military, veteran status, or any other characteristic protected by applicable law.
