Program Data Specialist

Program Data/Intake Specialist

The Program Data/Intake Specialist oversees the integrity and quality of U.S.VETS’ internal program database systems, including both the My Case Records  (MCR) system and site-specific Homeless Management Information System (HMIS). The role assists in developing and completing site-level program data reports to assess trends and quality in client care and helps with the intake process of new clients into the programs at the site.

The Program Data/Intake Specialist reports to the Program Manager and receives guidance and support from the National Data Specialist.

Benefits include Paid Vacation, Sick Time, Paid Holidays, Medical, Dental, Vision, and Company matching 401K.

FLSA Classification:
Non‑exempt.

• Assist with implementing and maintaining the My Case Records  (MCR) system at the site, ensuring accuracy in client data collection.
• Support case management in maintaining client care records.
• Assist with the client intake process and complete intake information.
• Perform program data entry into the local Homeless Management Information System (HMIS) and internal databases for intakes and discharges for all applicable site programs, ensuring data integrity.
• Act as the point of contact for all client‑entry and exit information, ensuring data integrity.
• Collaborate with all Program Coordinators to set up and maintain an internal database for all site program reports.
• Complete agency performance report monthly.
• Ensure all client data is maintained and updated as needed for program reports.
• Help produce program data reports, including monthly, quarterly, and annual reports using MCR data in addition to HMIS data.
• Audit usage and data quality of the MCR system to ensure compliance with U.S.VETS data protocols and timely client care follow‑up.
• Provide weekly, monthly, or as‑needed reports on data quality, completeness, and integrity.
• Cross‑reference the site’s performance report with HMIS, MCR, and internal database to ensure data accuracy.
• Regularly audit client information in site‑specific databases, ensuring that the most updated forms and procedures are being utilized in compliance with organization and funder standards.
• Create data quality procedures and provide feedback to staff on improving data quality to better assess program performance and ensure quality client care.
• Assist all Program Coordinators with data needed for grant reporting and submit these reports to the Operations Manager for final review before submission to funders.
• Provide data reports as needed for various data inquiries such as those needed for grant applications and those requested by the National Office, Board of Directors, and other stakeholders.
• Coordinate client satisfaction surveys and analyze results with an emphasis on improving programs and services.
• Work with the National Data Specialist on delivering training and software support to direct service staff using the MCR system.
• Perform other duties as assigned.

• One year of experience in social services.
• Employment at U.S.VETS for at least three months may substitute for one year of experience.
• Highly organized with attention to detail.
• Strong data analysis skills.
• Ability to work independently and as a team member.
• Ability to take direction and be self‑critical to improve performance.
• Good communication skills.
• Very strong computer literacy, including proficiency using Microsoft Office applications, especially Excel.
• Ability to work during the day with some flexibility needed for evening or weekend nights.

• Bachelor’s degree in a related field preferred.
• At least 3 years’ experience with HMIS data or equivalent social service performance data systems.

U.S.VETS subscribes to the principles of Equal Employment Opportunity. U.S.VETS’ policy is to provide employment, compensation, and other benefits related to employment based on qualifications, without regard to ancestry, age, color, disability, genetic information, gender identity, gender expression, marital status, medical condition, military or veteran status, national origin, pregnancy, race, religion, sex/gender, sexual orientation, or any other…