Save the Children
Position Title: Data and Reporting Specialist
Employee Type: Full-Time Regular
Supervisor Title: Director, Head Start
Division: Head Start
The Head Start Data and Reporting Specialist is responsible for the oversight of our ChildPlus Database System, reporting to the Director, Save the Children (SCUS) Head Start, Inc. You will ensure staff are trained on ChildPlus functions, that data collection and entry are timely and accurate, and identifying and implementing process and operational improvements. You will work closely with the SCUS Head Start Content Area Managers, Head Start Senior Specialist for Quality and Compliance, and our IT team, ensuring processes and planning are closely coordinated, and will analyze data to support the team in evaluating options and planning strategically.
As a frontline representative of Save the Children, the Manager of Education & Inclusion is required to ensure the safety and security of children and families that he/she comes in contact with and adhere to the agency’s values of Accountability, Ambition, Collaboration, Creativity and Integrity.
As a Save the Children employee who will come into contact with children on a routine basis, the position is expected to prevent child abuse in every situation by striving, through mental awareness, good practice and training to minimize risk to children. The position must take positive steps to protect children who may be a subject of concern and report, respond to any instance of child abuse, and promote training and awareness around all child-safeguarding obligations.
What You’ll Be Doing (Essential Duties)
Operations and compliance with internal and external standards (35%)
- Ensure compliance with the SCUS Head Start policies and procedures, child safeguarding protocol, agency procurement and consultancy policies, data & document protection and retention requirements and local, State and Federal regulations to include Head Start Program Performance Standards (HSPPS).
- Make sure all requirements for child eligibility management and reporting are met upon enrollment and throughout the year, including child participation, parental consent, and routine eligibility checks.
- Ensure that physical and electronic file systems & structure are kept accurate, up-to-date, and secure.
- Participate in local, State and Federal Monitoring Reviews.
- Participate in SCUS Head Start program Self-Assessment.
- Ensure all information required for the Program Information Report (PIR) is monitored and all information is accurate for the timely submission of the PIR prior to the end of the program year.
- Conduct site visits on a regular basis in order to support and train staff in the use of ChildPlus, as well as other technology equipment.
- Provide training and technical assistance and build capacity by working directly with SCUS Head Start staff to ensure high-quality services.
- Monitor and assist with the resolution of all relevant areas of operation in accordance with the Ongoing Monitoring Policy and Continuous Quality Improvement process.
Maintenance of ChildPlus database to support SCUS Head Start operations and reporting (15%)
- Maintain ChildPlus to its maximum capacity for monitoring and reporting functions of the entire SCUS Head Start management system.
- Set up username and passwords for, and provide training and technical assistance to, staff for utilizing ChildPlus.
- Ensure timely submission of required number of child enrollments with accuracy in the Head Start Enterprise System (HSES).
- Compile & analyze Monitoring Summary Reports for accuracy and indicators of data problems in accordance with monitoring checkpoints and share information with local Program Director, appropriate local content area managers and NC-Based Quality and Compliance unit.
- Support phase-in and phase-out operations and inventory processes when adding new grant awards and/or graduating/transitioning grant awards.
- In partnership with the Program Director and Senior Specialist of Quality and Compliance set-up and close out program years and complete “roll-over” process within ChildPlus data system.
- In partnership with Senior Specialist of Quality and Compliance, maintain all SCUS Head Start procedure manuals, making sure processes are up-to-date by function and by task.
Capacity building and quality control (25%)
- Lead quality and process improvement efforts and innovate to ensure that key areas for team and operational improvement are identified each year and progress towards improvement is tracked.
- Observe existing team and operational processes, assess for efficiency and effectiveness of end-user experience and identify any needed improvement.
- Work with Compliance and Quality unit to develop and implement a process to verify family update data and photo quality.
- Troubleshoot ChildPlus issues and provide training and technical assistance.
- Provide support to local SCUS Head Start personnel in the completion of data entry deadlines.
- Organizing new systems & training staff on system use.
Program Monitoring (25%)
- Analyze data to ensure high quality and to prevent non-compliance.
- Monitors child and family data for each content area to anticipate potential areas of non-compliance, working with program level staff to address potential areas of risk before progressing to a non-compliance.
- Provides training, technical assistance, and other continuous quality-improvement measures to address variances, irregularities, and/or non-compliances with implementation.
- Implements the system of ongoing monitoring conducted by local content area specialists and NC-Based Quality and Compliance unit.
- Ensures that ongoing monitoring processes are properly planned and executed (e.g. pre-monitoring preparation, monitoring day protocol feedback and monitoring follow-up).
- Assists in identifying program quality deficiencies and recommends support, professional development and quality improvement planning to ensure program quality standards are met.
- Assists in the development of Continuous Quality Improvement (CQI) plans for corrective action as necessary; monitor progress on corrective plans as required.
- High School diploma or equivalent, plus at least 3 years of relevant experience
- Professional proficiency in MS Office suite and database management including ChildPlus
- Proven attention to detail, deadlines, and the ability to effectively manage a high volume of data and information, lead projects, and resolve issues
- Proven successful ability to analyze information, evaluate options, and recommend solutions
- Demonstrated successful ability to work through multiple and changing priorities and workload surges
- Professional proficiency in written and spoken English
- Proven ability to communicate and collaborate successfully with individuals and teams at all levels
- Demonstrated commitment to fostering an environment of diversity, inclusion, and belonging
- Willingness and ability to travel up to 15% to Head Start centers/facilities and both in-state and out-of-state to participate in training opportunities.
Why you should join the Save the Children Team…
Save the Children US offers outstanding benefits that include health, dental, vision and life insurances, pet insurance, short-term and long-term disability coverage, an Employee Assistance Program, 403(b), generous vacation, personal sick leave, family leave, parental/adoption leave, commuter benefits, dress for your day, and much more.
Click here to learn more about how Save the Children US will invest in YOU!
About Save the Children
Save the Children believes every child deserves a future. In the United States and around the world, we give children a healthy start in life, the opportunity to learn and protection from harm. We do whatever it takes for children – every day and in times of crisis – transforming their lives and the future we share.
Our work for children and their families requires that we commit—at every opportunity—to work together to identify and dismantle persistent systemic and structural racism, inequality, and any other forms of discrimination in this country and beyond. As an anti-racist organization, Save the Children will not tolerate discrimination in any form—in our employment practices, amongst our staff, in our leadership or toward the people we serve. We stand in solidarity with all people to fight for equal rights, justice, inclusion, and belonging.
We provide equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, color, religion, gender, gender identity or expression, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. Save the Children complies with all applicable laws.
Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse. In addition, it is Save the Children’s policy to create and proactively maintain an environment that aims to prevent and deter any actions and omissions, whether deliberate or inadvertent, that place children at the risk of any kind of child abuse. All our representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.
Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all.
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