Data Specialist

JOB TITLE: Data Specialist

REPORTS TO: Operations Supervisor

HOURS: 35 hours per week, typically Monday to Friday, 8:30 am to 4:00 pm (in addition to a 30-minute unpaid lunch break), with the option of a flexible work week. There is no paid overtime provided with this position.

LOCATION: This position is based out of Families Matter's NE Hub, with travel between sites and occasional community meetings as required.

SALARY: $60,000 annually

JOB PURPOSE
The Data Specialist is responsible for the integrity, organization, and strategic use of data across Families Matter. This role manages the organization’s information systems, including Penelope, Excel, and the Microsoft shared drive, ensures funder reporting requirements are clearly understood and consistently met, and maintains the registration system on the Families Matter website.

The Data Specialist works closely with program supervisors, the grant writer, and the leadership team to provide accurate, timely, and meaningful data that supports decision-making, funding compliance, and continuous program improvement. This role brings together hands-on systems administration with higher-level data interpretation, helping the organization understand not just what the data shows, but what it means and what should be done about it.

This role includes a shared planning process with the Operations Supervisor to establish priorities, reporting expectations, and system improvement goals. This plan is reviewed regularly to ensure alignment, accountability, and effectiveness.

QUALIFICATIONS
Educational and professional requirements

Diploma or certificate in data management, business administration, information systems, or a related field

Equivalent combination of education and experience will be considered

Demonstrated experience working with case management or client database systems; familiarity with Penelope is a strong asset

Knowledge, Experience and skills requirements

Solid proficiency in Excel, including formulas, pivot tables, and data organization

Comfort working within a Microsoft shared drive environment, including file organization and permissions

Experience with WordPress, particularly managing forms, registrations, or page content; experience with Gravity Forms is an asset

Demonstrated ability to read and interpret funding agreements or similar contractual documents

Strong analytical skills with the ability to translate data into clear, actionable recommendations

Sound understanding of privacy legislation (PIPA) and best practices for confidential client information, or willingness to develop this knowledge quickly

Excellent organizational skills and high attention to detail





Demonstrated ability to work independently, manage competing priorities, and take initiative without requiring close supervision

Strong collaborative and communication skills, with the ability to work effectively across teams with varying levels of technical familiarity

Comfort creating clear, simple documentation and process guides so that organizational knowledge does not rely on any one person

A genuine openness and adaptability to change, as funder requirements, systems, and organizational needs shift on an ongoing basis

Experience in the nonprofit or social services sector is an asset

Other Requirements

Updated Police Information Check and Child Intervention Check

DUTIES AND RESPONSIBILITIES
Systems Management

Serve as the organization’s primary administrator and point of expertise for Penelope, Excel, and the Microsoft shared drive

Maintain clean, consistent, and well-organized data structures across all systems

Provide troubleshooting support and basic training to staff using these systems

Create and maintain simple process documentation and how-to guides so that key data processes are not dependent on any one individual

Recommend and implement system improvements as organizational needs evolve

Funder Reporting and Compliance

Review and maintain a working familiarity with all current funding agreements

Determine what information must be collected to meet each funder’s requirements, and build the systems and processes needed to collect it accurately

Identify gaps between what is currently being collected and what funders require, and bring forward clear recommendations to close those gaps

Stay current on changes to funder requirements and proactively adjust data collection accordingly

Regularly review existing data collection practices to identify information that is no longer needed, and recommend discontinuing collection where appropriate to reduce unnecessary burden on staff and clients

Website and Registration Management

Manage and maintain class and program registrations through the Families Matter WordPress website

Keep website program listings, forms, and registration content current and accurate

Work with the website team or developer as needed to troubleshoot issues and implement improvements

Data Analysis and Reporting





Pull regular data for the leadership team to support funding applications, funder reports, and ongoing organizational decision-making, as needs arise

Identify trends in program data over time and bring them forward proactively, not only when asked

Interpret data in context and provide clear, practical recommendations based on findings, rather than raw numbers alone

Support the grant writer and program supervisors with the data needed for funding proposals and renewals

Privacy and Data Security

Ensure all data collection, storage, and reporting practices comply with Alberta’s Personal Information Protection Act (PIPA) and Families Matter’s confidentiality policies

Apply strong judgment regarding client confidentiality in all data handling, including who has access to sensitive information and how it is stored or shared

Flag privacy or data security concerns proactively and recommend safeguards as systems evolve

Cross-Training and Knowledge Sharing

Build basic data literacy among other staff so the organization is not solely dependent on one person for day-to-day data needs

Provide informal training and support to staff who interact with data systems as part of their role

Leadership Team Collaboration

Attend leadership meetings on an occasional basis to provide updates on data systems, funder reporting, and emerging trends

Communicate relevant data findings and system changes clearly to staff and leadership with varying levels of technical comfort

Participate in relevant organizational planning processes, bringing a data-informed perspective to discussions

Submit mileage claims, expense reports, and HR documentation in a timely manner

Training & Professional Development

Participate in ongoing training related to family support, trauma-informed practice, and early childhood development

Engage in reflective practice and continuous learning

Maintain awareness of best practices and emerging trends in family support services

Actively work toward achieving goals outlined in their PGP

WORKING CONDITIONS

Work is primarily desk-based, conducted in an office environment at either Families Matter location

This is not a remote position; regular in-person presence at Families Matter's NE Hub is required

Occasional travel between Families Matter locations for meetings

Workload ebbs and flows depending on funder deadlines and reporting cycles, requiring flexibility and strong prioritization

Requires comfort with ongoing change, as systems, funder requirements, and organizational needs shift over time

Frequent exposure to sensitive and confidential client information, requiring sound judgment and discretion at all times

#J-18808-Ljbffr

📌 Data Specialist (Alberta)
🏢 Families Matter
📍 Alberta