Data Specialist

Families Matter • Calgary, AB

7d • Onsite

About The Position

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.

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
• Strong 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
• 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
• Updated Police Information Check and Child Intervention Check

Nice To Haves

• Familiarity with Penelope is a strong asset
• Experience with Gravity Forms is an asset
• Experience in the nonprofit or social services sector is an asset

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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
• 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
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree