Data Systems & Quality Manager
22 days ago
New York
Job Description Position Title: Data Systems & Quality Manager Reports To: Director, Research, Evaluation and Data Analytics Employee Status: Full Time, Exempt Location/Office: New York, NY (CAI has a hybrid work schedule of working 2 days in the office and 3 days remote) GENERAL STATEMENT OF RESPONSIBILITIES: The Data Systems and Quality Manager works under the direction of CAI’s Director of Research, Evaluation and Data Analytics and Vice President of Research to manage and promote CAI’s sustainable and robust use of Quickbase to track and analyze project data, including trainings (event data, evaluations, and registrations), technical assistance (TA), community-based activities, product development, project administration, R&E activities, and learning collaboratives. Since 2018, CAI has utilized Quickbase as our internal and external cloud-based project data management platform to allow teams across the organization to track key project objectives, data, and deliverables and enable CAI to have the ability to assess performance and milestones across projects in one centralized place. CAI provides a visual, user-friendly app for each project in our portfolio and uses high-level cross-project dashboards for Senior Administrators and Core Resources to view data across projects. The Data Systems and Quality Manager is responsible for onboarding new projects to Quickbase as they begin, providing end-to-end support for the project throughout its life cycle, and providing high-level insights for CAI-Wide Dashboards. MAJOR TASKS AND RESPONSIBILITIES (include, but are not limited to): The Data Systems and Quality Manager leads all data tracking and maintenance through five main tasks: 1) understand and maintain CAI’s Quickbase architecture overall, 2) create Quickbase apps for newly funded CAI projects, 3) respond to requests from current CAI projects and core resource staff about new features, issues, and technical support, 4) archive Quickbase apps, ensuring complete and high-quality data are catalogued as projects end, and 5) maintain the CAI-Dashboard app and other cross-project and core resource initiatives. The person in this position should be comfortable with relational-database development and passionate about the power of data quality. Tasks include the following: Overall CAI Quickbase Architecture (~15%) • Oversee CAI’s Quickbase system to align with strategic objectives and continuous quality improvement., • Understand and maintain CAI’s overarching Quickbase Architecture and how it fits into CAI’s Tech Stack overall., • Maintain existing connections between CAI’s Learning Management System (LearningStream), CAI’s E-Learning Platform (Moodle), Formstack and Quickbase and between Quickbase project application and the CAI-Wide Dashboards application through Table-to-Table Imports and Pipelines., • Build new connections between Quickbase applications with Table-to-Table Imports and Pipelines as needed. Creating Quickbase Apps for New Projects (~20%) • Meet with project staff to understand data, reporting, and tracking needs in relation to Quickbase app. Advise project teams, identify solutions and customize CAI’s standard project app template for unique project needs, while aligning with organizational-wide data strategy., • Build relational tables to connect data within an app (ex: parent/child relationship, many-to-many relationships), • Develop intuitive reports in Quickbase to display project data (including training and technical assistance data) for project teams and funders. Create dashboards to display and filter multiple reports., • Train staff on project app’s Quickbase functionality (ex: demonstrate reporting functionality, explain Learning Stream to Quickbase connection), • Migrate project data from past data sources, including Excel and Quickbase, to new project apps. Respond to requests from current CAI projects and core resource staff about new features, issues, and technical support (~40%) • Spearhead responding to and triaging of Quickbase requests. Common requests include new functionality (fields, forms, reports, and tables), troubleshooting, access, and technical support., • Oversee onboarding of new staff to Quickbase (e.g., ensure access to Quickbase accounts, direct to orientation modules, optionally meet with staff to answer questions)., • Pull and summarize data for project-level insights and decision-making (ex: synthesizing trainer data)., • Build and revise reports and Dashboards for decision support, project performance tracking, and/or funder requests, • Train staff as-needed on project-level Quickbase functionality (ex: bulk uploading, addressing inconsistencies in TA logs), • Regularly learn about and apply new features of Quickbase to optimize our work at CAI (including surveys, reporting, and data dashboards) Archiving Quickbase Apps as Projects End (~10%) • Archive training data (events, registrants, attendance, and evaluations), technical assistance data, products, project administration activities, and Research & Evaluation activities for projects that have ended, ensuring long-term accessibility and usability of legacy data., • Update project profiles in the CAI Wide application, including a project summary, listing key staff involved, and logging Project Impacts., • Interview project staff, including Project Administrators, Project Directors, Project Managers, and Project Coordinators, about data processes and where data is stored, including during staff offboarding., • Identify gaps in project data completeness or quality with staff and co-develop plans to address the gaps., • Search old databases including SharePoint, Neon, Drupal, and paper resources to locate data., • Clean data in Excel to ensure data quality and format data to be bulk uploaded to Quickbase., • Conduct manual data entry as needed., • Regularly conduct descriptive data analysis in Excel, Word, and Quickbase and implement improvements to project databases., • Complete final Quickbase App Closeout steps (e.g., turn off pipelines, rename application, change permissions to view-only) Maintain the CAI-Dashboard app and other cross-project and core resource initiatives (~15%) • Ensure all data regularly flows from Project Applications to the CAI-Wide Dashboard Application, • Build and maintain functionality for Core Resources including Development, Communications, Continuing Education, Research & Evaluation, and other Core Resources as requested., • Manage overarching Quickbase functionality including incoming requests from the website’s “Contact Us” form, room rental requests, fee for services, and finance reports Perform other duties as necessary/assigned. MINIMUM EDUCATION, EXPERIENCE AND OTHER SKILLS REQUIRED: Experience with Quickbase (QB) development is highly desirable; however, candidates without direct Quickbase experience will be considered if they demonstrate strong aptitude with similar platforms and a clear eagerness to learn Quickbase. Relevant skills include: • Translating user needs to technical specifications., • App building based on a template, including creating custom tables and fields., • Designing intuitive, user-friendly forms to support accurate data entry., • Creating useful, accessible reports to support operational and analytical needs., • Developing custom dashboards to visualize key data and metrics., • Building and managing table-to-table relationships, including implementing many-to-many relationships with a join table., • Writing formulas., • Testing and troubleshooting., • Assigning and managing user roles., • Building table-to-table imports and pipelines, • Writing formula queries (preferred) Experience & Education: The above qualifications may be met through one or more of the following: • 1+ years of hands-on experience developing in Quickbase., • Comparable experience with another Rapid Application Development (RAD) or relational database platform (e.g., Salesforce, HubSpot, Airtable, Microsoft Power Platform, or similar)., • A bachelor’s degree in Computer Science, Data Science, Engineering, or a related field. Efficient and detailed data skills including: • Cleaning and formatting data in excel by scrubbing for duplicates, converting data types, correcting typos, using formulas and tools to increase efficiency (e.g. Vlookup and Pivot Charts), • Passion for how data can be used for continuous quality improvement, • Data analysis and/or management and use of programs (e.g. Excel, R, STATA, Tableau, Power Bi, MAXQDA, Alchemer, SurveyMonkey, REDCap, etc.), • Keen communication skills to interview project staff about workflows and data locations., • Perseverance and willingness to sleuth through data., • Knowledge of Microsoft Office, virtual meeting software (i.e. Zoom), and other Learning Management Platform Systems (LMS) (e.g. Learning Stream), • Ability to work both independently and as part of an interdisciplinary team in a fast-paced environment., • Detail-oriented, highly organized, and able to multi-task/manage multiple projects. To perform this job successfully, the employee in this position must demonstrate the following: interest in learning new skills, the ability to handle multiple competing priorities at once, strong written and verbal communication skills, attention to detail, providing service excellence to internal clients, the ability to deal with situations and issues proactively, brainstorming efficient and elegant solutions to solve problems, following up to ensure high-quality products, and working collaboratively with others to achieve organizational goals. PHYSICAL DEMANDS: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Data Systems and Quality Manager’s job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Data Systems and Quality Manager’s job. While performing the Data Systems and Quality Manager’s responsibilities, the employee is required to talk and hear. This position requires the employee to be on-site at a CAI office. The employee is often required to sit and work at a desk for prolonged periods of time and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Must be able to lift up to 15 pounds at times. Vision abilities required by this job include close vision. This job description is intended to convey information essential to understanding the scope of the Data Systems and Quality Manager’s position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice. Compensation The salary range for this position is $85,000 - $105,000. CAI offers the following benefits: • Medical, dental and vision insurance, • Employee Assistance Program (EAP), • Flexible spending Account (FSA), • Dependent Care Account (DCA), • Transit Reimbursement Account, • Life Insurance – company sponsored up to $50,000, • Long term disability (LTD), • Short term disability (STD), • 401K retirement plan after three (3) months of employment, • Semi-monthly payroll, the 15th and last day of each month, • Flexible and Hybrid work schedules, • 11 Holidays per year, • 2 Personal days year, • 12 Sick days per year, • 10-15 Vacation days per year increasing after 4 years of service, • 1 Cancer Screening Day per year, • Bereavement Leave, • Jury Duty Leave, • CAI is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
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