Direct Supervisor: Director of Administrative Operations
Status: Full-time; exempt; generous benefits package
Pay range: Based on credential, licensure &/or experience)
Location: Ypsilanti, MI
Application Instructions: Send a cover letter and resume to joinus@ozonehouse.org. (No calls.) Indicate “Operations Assistant – Data & Technology” in the subject line. Application materials will be reviewed as they are received with a deadline of July 15, 2021.
Purpose of Position:
The Operations Assistant – Data & Technology supports the agency through accurate collections, evaluates, monitors data quality, and participates in reporting on outcome goals and mission metrics. As a member of the agency’s Data Team, this position develops relationships with Ozone House staff through training HMIS and data systems in an effort to enter and compile all agency program data for program evaluation and grant reporting purposes. In addition, the Operations Assistant – Data & Technology position also support programs in the use of information management systems, software and Microsoft products and office machines.
Required Position Qualifications:
- Minimum of 2 years of progressively responsible administrative experience with a consistent track record of exceeding goals and expectations in a community-based nonprofit or fast-paced start-up
- ; experience with HMIS and data visualization tools preferred
- Advanced proficiency in Microsoft Outlook, Word, PowerPoint and Excel
- Excellent knowledge of computers and electronics to include minor troubleshooting and set-up
- Experience evaluating human service programs and tracking client outcomes preferred
- Excellent written, verbal and interpersonal skills
- Excellent attention to detail, follow-through, accuracy, and commitment to constituent satisfaction
- Ability to handle multiple concurrent activities and competing priorities
- Ability to handle highly sensitive and confidential information
- Excellent organization and time management skills
- Valid State of MI Driver’s License and access to transportation
- Demonstrated commitment to Diversity, Equity and Inclusion required
Employment Qualifications:
Ability and desire to work well independently and as part of a team in a fast-paced, ambiguous environment. Demonstrate a high level of personal and professional integrity, trustworthiness, and exemplary customer service to staff and external partners alike. Possess a strong work ethic, ability to take initiative, curiosity, and require minimal direction to “get the job done”. Emotionally mature with a sense of humor to maintain balance. Ability to thrive in an environment that promotes best practices, social justice, and creativity.
Job Responsibilities and Duties:
Duties listed are not intended to be all inclusive nor limited to duties that might reasonably be assigned.
Data Management 30%
- Serve as the agency’s administrator for the Homeless Management Information System (HMIS) database, ensuring exemplary data quality. Provide staff training and ongoing technical assistance and support with the database.
- Maintain the HMIS to ensure all grant, contract and reporting requirements are met; communicate reporting deadlines to staff.
Data Quality 30%
- In coordination with the Evaluation and Grants Manager, develop, implement, and review the quality improvement processes with agency leadership as required.
- Monitor agency process for data collection and input to ensure compliance with internal and external expectations and standards.
- Work with staff to ensure that the agency meets stated process and product outcomes of agency services.
- Train employees in the use of HMIS and other data management systems as assigned.
Data Dissemination & Reporting 15%
- Prepare data, dashboard, standard and customized reports upon request for agency directors and the Program Evaluation & Grants Manager upon request.
- Disseminate program outcome data to internal and external stakeholders, funders, or potential donors.
Technology 20%
- Develop expertise, train and provide ongoing support for employees and volunteers to use the business equipment, to include but not limited to phone lines, Zoom, Microsoft teams, cameras, Adobe, Office 365 and DocuSign software.
- Support onboarding by assigning appropriate technical equipment, log in access and supplies; assist in set up in collaboration with IT contractor.
- Distribute and manage inventory of agency electronics, including cell phones, computers, printers, key fobs and other property upon hire.. Assist staff with set up, programming and troubleshoot issues where appropriate, coordinate upgrades, removals and disposal as required
- Serve as a liaison between staff and IT support contractors, including assisting IT contractors to integrate new hardware, software, and systems.
Other Duties 5%
- Attend Monthly All Staff Meeting and complete training as assigned.
- Provide support and participate in agency events as required.
- Assist with keeping facility and grounds in good working repair, clean, and orderly including trash and recycling.
- Assist Director of Administrative Operations, Executive & Associates Director and/or Grants Manager with additional projects or duties as assigned.