Data Tracking Specialist (SCC4 Grant)

Grand Rapids Community College•Grand Rapids, MI

1d•Hybrid

About The Position

The Data Tracking Specialist position is responsible for tracking, organizing, and reporting U.S. Department of Labor outcomes for the Strengthening Community College (SCC) technology career pathways grant. This role serves as the primary technical resource for systems used by the U.S. Department of Labor, GRCC, West Michigan Works!, and partner organizations to track participant data, document program activity, and support non-financial reporting requirements. This position ensures that program data, participant records, follow-up documentation, and related materials are accurate, complete, timely, and audit-ready. The role also supports partner organizations in intake and tracking processes, maintains data quality across systems, and translates grant and program requirements into clear, usable workflows. In addition, this position is responsible for organizing and structuring data across multiple systems into usable outputs, including reports, dashboards, and tracking tools that support program operations, leadership visibility, external reporting, and long-term sustainability and usability of grant-funded systems. This role is well suited for someone who enjoys working with systems, solving problems, improving processes, and building organized, reliable data structures from complex or incomplete information. The position offers meaningful responsibility, hands-on ownership of systems and reporting, and the opportunity to build sustainable data assets that support program decision-making over time. It plays a key part in building systems that improve how the program operates and supports decision-making over time. (Grant funded through 06/30/2028).

Requirements

Formal education, including associate or bachelors in relevant fields, is valued as one pathway into this role. We intentionally welcome candidates who have developed relevant capability through directly related experience, internships, student employment, project-based work, or other applied experience that demonstrates readiness for the work.
Experience in higher education, technology, workforce development, operations, administration, customer support, data tracking, or related environments preferred.
Demonstrated ability to organize information, maintain accurate records, coordinate multiple responsibilities, and produce structured outputs such as reports, dashboards, trackers, or documentation is preferred. This ability may be demonstrated through academic work, internships, student employment, project-based work, or professional experience.
Candidates who can demonstrate these capabilities are encouraged to apply, even without traditional years of experience.
Experience working with spreadsheets, databases, CRMs, student information systems, or other multi-system environments preferred.
Proficient in Microsoft Office, especially Excel and Word, and able to learn new systems, databases, and reporting tools.
Ability to maintain accurate, complete, and reliable data across systems and identify, investigate, and resolve discrepancies.
Ability to understand how data flows across systems and organize information into structured, scalable processes.
Ability to translate data into usable outputs such as reports, dashboards, summaries, and tracking tools that support decision-making.
Ability to consistently move work from assignment through completion, including identifying next steps, maintaining progress, and ensuring tasks are finished and usable.
Ability to work through incomplete or unclear information and determine practical next steps that move work forward.
Ability to identify inefficiencies and improve workflows, tools, and tracking processes.
Ability to communicate clearly and professionally with internal staff and external partners regarding data, requirements, progress, and next steps.
Ability to work across teams and partner organizations to maintain alignment on data processes and expectations.
Ability to prioritize responsibilities, manage multiple workstreams, and maintain consistent progress on assigned work.
Ability to work effectively under pressure, exercise sound judgment, and adjust to interruptions, evolving grant needs, and changing priorities.
Ability to lift 10 lbs or more and stand for 30-45 minutes at a time.
Must be able to represent the College in a professional manner and reflect its mission and Raider values.
Must be able to perform detailed work requiring concentration, judgment, follow-through, and accuracy.
Must possess a valid driver's license and transportation to travel to partner sites for gathering data information, coordinating activities and attending meetings.

Responsibilities

Create, develop, and maintain reporting processes, tools, and workflows to support grant data review, analysis, and U.S. Department of Labor reporting requirements.
Implement and manage data quality processes to ensure data integrity across multiple systems.
Act as lead for grant tracking systems and related platforms used to gather participant data, outcomes, follow-up activity, and supporting documentation.
Independently coordinate and ensure that program outcomes are tracked in accordance with grant requirements, including working with partners to maintain complete, accurate, and timely data.
Coordinate, organize, maintain, and input data across multiple systems, including databases, spreadsheets, CRMs, and partner-facing tracking tools.
Collect and consolidate data from multiple sources and systems into structured, report-ready formats.
Develop and maintain dashboards, reports, and tracking tools that provide clear visibility into program activity and support decision-making, including participant progress, engagement, and outcomes.
Develop and support systems that track and monitor employer engagement, including outreach activity, communication engagement, and relationship development over time.
Identify gaps in data visibility or tracking processes and develop practical solutions to improve consistency, completeness, and usability of program data.
Produce weekly, monthly, and quarterly reports, summaries, and structured outputs that clearly communicate program activity and support decision-making by leadership, partners, and evaluators.
Coordinate, write, and maintain documentation for data processes, tracking workflows, and system usage to support consistency across staff and partners.
Monitor and support external grant partners to ensure accurate data entry, adherence to processes, and alignment with reporting expectations.
Follow up with internal staff and external partners to resolve data discrepancies, complete missing information, and ensure accuracy of records.
Organize information from multiple systems into clear, usable formats that support decision-making, reporting, and program operations.
Manage development of various PeopleSoft, Launchpad, or similar system reports, queries, and student groups in order to facilitate student financial reporting support and to curate action-item lists for participant recruitment, outreach, and case management.
Assist with mailing lists, email set-up, client management systems, web pages, and related communication tools as needed to support grant operations.
Take ownership of assigned data and reporting responsibilities, ensuring work moves forward, gaps are addressed, and outputs are brought to completion.
Coordinate school and non-profit visits to the MTEC or to technology program sites.
Coordinate technology outreach activities at GRCC.
Support program operations and outreach activities as needed, ensuring related data, tracking, and reporting are captured accurately.
Maintain clear and consistent work tracking practices, including documenting active work, progress, status updates, and next steps in assigned systems.
Regular attendance during scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
Perform other related duties as assigned.