Description

The philosophy of our organization is that all people have the right to live without fear, abuse, oppression, and violence. Our advocacy programs embrace the philosophy that people experiencing violence and/or abuse have the potential to control their lives and can be helped in doing so through support, information, and encouragement. We believe that our organization should model behavior that is nonviolent and uses power responsibly for personal and organizational action and growth.

         
Position Summary

The Data & Systems Coordinator serves as a staff member at will of Domestic Violence Intervention Services (DVIS). This position is responsible for the day-to-day administration, integrity, and functionality of DVIS’s data systems, with a primary focus on the electronic health record (EHR). The Coordinator ensures that data is accurate, complete, and accessible to support program operations, regulatory compliance, and reporting requirements.

This role plays a critical operational function by maintaining data quality, supporting staff in documentation and data processes, and ensuring the reliability of information used for internal and external reporting. Responsibilities include preparing, validating, and compiling data for grant reporting, program evaluation, and organizational reporting processes.

The Data & Systems Coordinator also serves as an internal resource for data and system-related questions, helping to identify and resolve data discrepancies and system issues. By ensuring strong data integrity and system functionality, this position supports the organization’s ability to monitor performance, meet funder and regulatory requirements, and make informed, data-driven decisions.

         
Essential Duties & Responsibilities

Ø Priority 1: Equity and Inclusion

· Reflect and understand how identities could give advantages in the workplace—even if they are not asked for or earned—while others might experience disadvantages. Reflect on how our position and power may shift depending on the environment, the people, or the institutions at play. Build the awareness and compassion that is needed and expected to create an equitable and inclusive workplace.

· Create an inclusive environment and behave in a way that ensures that clients and employees feel embraced, no matter what their cultural orientations are, respected and valued, engaged, and connected to the community, and safe from abuse and harassment.

Ø Priority 2: Data Systems Administration & Integrity

· Administer and maintain DVIS’s electronic health record system, including managing user access, permissions, and system configuration. 

· Troubleshoot system issues and coordinate with vendors to resolve technical problems in a timely manner.

· Support system upgrades, testing, and implementation of new features or workflows. 

· Build and maintain forms, programs, workflows, and custom reports within the system to support operational and reporting needs. 

· Monitor and maintain data integrity by identifying and resolving duplicate records, missing information, and data inconsistencies. 

· Run routine data quality reports and support staff in correcting data entry and documentation issues. 

Ø Priority 3: Reporting & Data Support

· Gather and compile client service and outcome data from multiple sources, including the EHR, surveys, and other data systems. 

· Enter and maintain data from a variety of sources into electronic systems, ensuring accuracy, completeness, and consistency of data used for reporting, compliance, and program operations

· Prepare and validate datasets for internal reporting, PQI processes, and external grant and funder reporting. 

· Run and distribute routine reports to program leadership, including documentation compliance and service data reports.

· Ensure accuracy and completeness of data outputs generated through automated reporting workflows. 

· Assist with maintaining dashboards and reporting tools by updating data sources and verifying outputs. 

Ø Priority 4: Quality Assurance & Compliance Support

· Conduct routine chart reviews to ensure documentation meets internal standards and regulatory requirements.

· Run and distribute reports identifying incomplete, overdue, or non-compliant documentation and track follow-up with program staff. 

· Assist with preparation for audits, site visits, and certifcation reviews, including compiling client files and required documentation. 

· Support onboarding and ongoing staff training related to documentation standards and data entry practices. 

· Ensure compliance with data privacy regulations and organizational policies in all data-related activities. 

Requirements

Education: Associate’s degree in a related field (e.g., information systems, data management, public health, social services) required; bachelor’s degree preferred, or any equivalent combination of education and/or experience.

Experience: Requires a minimum of 2 years of experience in data systems, database management, reporting support, or data quality functions. Experience working within an electronic health record (EHR) system, preferably myEvolv, and experience with data preparation tools such as Tableau Prep are strongly preferred. Experience in a nonprofit or social service setting is also preferred, or any equivalent combination of experience, lived experience, and/or special skills.

Knowledge, Skills, and Abilities:

· Strong attention to detail and ability to identify data inconsistencies and errors.

· Ability to manage and maintain data systems with accuracy and efficiency.

· Proficiency in Microsoft Office Suite, particularly Excel.

· Ability to run, organize, and validate reports and datasets.

· Strong organizational and time management skills, with ability to manage multiple priorities.

· Ability to troubleshoot issues and follow problems through to resolution.

· Ability to communicate clearly with both technical and non-technical staff.

· Ability to learn and apply regulatory and compliance standards.

· Ability to work independently and collaboratively in a fast-paced, evolving environment.

· Demonstrated commitment to diversity, equity, inclusion, and anti-racism, including the ability to apply an equitable lens to daily work and decision-making.

· Knowledge of or experience working with social justice issues, including domestic violence, sexual assault, human trafficking, and stalking, as well as an understanding of how race, class, gender, and sexual orientation impact service delivery.

Schedule Availability: Monday through Friday, 8:30 am to 5:00 pm.

Licenses/Certifications: Valid Oklahoma driver’s license.

         
Physical Requirements

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodation may be made when requested to enable individuals with disabilities to perform the essential functions.

Ability to communicate and understand in English effectively, in person, and in writing. Ability to hear adequately in person and by phone, in personal and group settings, and function with periodic distractions such as people, telephone calls, and noise.

Ability to work with, and process information from, a variety of individuals and media (e.g., computers, projected images, printed materials), and occasional sitting and/or standing for long periods of time.

Mobility is necessary to access various offices and a wide variety of settings. Mobility is necessary to perform a variety of tasks that involve intermittent standing, walking/traversing, sitting, stooping, kneeling, bending, and twisting, occasionally climbing stairs or using an elevator, and possibly reaching chest high and overhead for materials.

Ability to reach for, move, and/or lift up to 25 pounds and the use of hands to finger, handle, or feel objects, tools, or controls, including frequent repetitive movement such as extended periods of keyboarding.