Data Specialist

Aviva Family and Children’s Services Mission Statement

Aviva believes that every child and every family in our Los Angeles community deserves the chance for a brighter future. We provide compassionate support, therapeutic services, and guidance to at-risk children and families.

Job Summary

Under the direction of the Director of Impact and Innovation, the Data Specialist provides administrative and data support as part of the Data and Impact Team. This role is critical to ensuring the accuracy, completeness, and integrity of program and organizational data used for reporting, quality improvement, and decision-making.

The Data Specialist supports agency-wide data collection efforts, maintains internal and external reporting systems, assists with surveys and outcome measurement tools, and collaborates with program staff to resolve data issues. This position plays an active role in Aviva’s continuous quality improvement efforts and contributes to strengthening systems that support accountability, learning, and impact.

Essential Functions

Data Collection, Entry, and Monitoring

• Track and process Outcome Measures tools and data for the agency’s Department of Mental Health (DMH) programs; this includes collecting tools from staff, as well as entering the data into the internal tracker and DMH’s database for reporting.
• Enter and maintain data in internal tracking systems and external databases.
• Conduct routine data audits and quality checks to ensure accuracy, completeness, timeliness, and consistency across databases and electronic health record (EHR) systems.
• Identify data discrepancies and collaborate with program staff and stakeholders to resolve errors and ensure compliance with reporting requirements.

Reporting and Analysis Support

• Generate and distribute routine weekly, monthly, and ad-hoc reports for program staff, leadership, and other stakeholders.
• Support the preparation of data summaries and materials used for internal meetings, quality improvement initiatives, and external reporting.
• Maintain organized data files and documentation to support transparency and audit readiness.

Surveys and Outcome Measurement

• Provide support for agency-wide survey administration, including preparation for survey launches, monitoring response rates, and managing data entry in SurveyMonkey.
• Assist staff and participants with survey completion.
• Assist with client quality check calls, as needed, to gather data and feedback on service quality and client experience.
• Support data-informed decision-making by ensuring reliable and accessible data systems.

Administrative and Organizational Support

• Provide administrative and logistical support for monthly and quarterly meetings led or supported by the Director of Impact and Innovation (e.g., Line of Sight Committee), including scheduling, preparation of materials, note-taking, and follow-up.
• Support special projects, data collection efforts, and cross-departmental initiatives as assigned.
• Participate actively in quality improvement projects and initiatives led by the Data & Impact Team.
• Travel to other Aviva locations as needed for data collection, training, or special projects.
• Sensitive and responsive to the cultural differences among the agency’s client population.

The Data Specialist will take on special projects or additional duties as assigned by the Director of Impact and Innovation.

Competency Requirements

• Ability to speak, read, write and understand English
• Must have excellent oral and written communication skills
• Must have excellent interpersonal and customer service skills
• Strong attention to detail and accuracy
• Ability to handle sensitive information with professionalism and confidentiality
• Ability to multi-task and prioritize various projects
• Proficient in using Microsoft Office, including Excel and PowerPoint
• Proficient in using standard office equipment including computers, telephones, copy machines, fax machines
• Experience with Survey Monkey and Canva, a plus

Education and Experience

• Bachelor’s degree
• Minimum of 2 years working in an office setting required
• Previous experience as Administrative Assistant and/or Data Entry Specialist preferred
• Previous experience at Social Service and/or Mental Health agency preferred
• Spanish Speaker preferred

Certifications/Licenses

N/A

Additional Requirements

• Tuberculosis clearance
• Department of Justice/Fingerprint clearance
• Satisfactory completion of health screening
• Proof of legal eligibility to work in the United States
• Satisfactory driving record

Delegates Authority To

N/A

Physical Demands

While performing the duties of the Data Specialist the employee is frequently required to sit, stand, and use their fingers to manipulate a keyboard or writing instrument. The employee is occasionally required to walk, bend and lift objects heavier than ten pounds. The employee may be required to drive to other agency locations and trainings.

Work Environment

The work environment is primarily indoors. The noise level varies from quiet to moderate.

This Job Description has been developed to identify some of the duties and responsibilities of this position. It is not intended to limit or encompass all duties and responsibilities of the position.

Aviva Family and Children's Services at its sole and absolute discretion, expressly reserves the right to modify, supplement, delete or augment the duties and responsibilities specified in this and all job descriptions.