Program Data & Reporting Specialist

Program Data & Reporting Specialist

Legal Address - Benefits Access & Admin - Brooklyn, NY 11233

Overview

Salary Range $66,300.00 - $66,300.00 Salary/year

Description

Job Summary The Program Data & Reporting Specialist manages program data, reporting deliverables, and performance monitoring to ensure data accuracy and compliance across assigned programs. Reporting to the Senior Grants Manager, this position oversees the reporting process, including data collection, validation, reconciliation, analysis, and timely submission. The Specialist works closely with program managers and Operations to maintain data quality, monitor KPIs, develop dashboards, and identify performance gaps. This role strengthens internal controls and ensures leadership and funders receive accurate, reliable, and timely information to support compliance, program oversight, and decision-making.

Responsibilities

• Data Management and Quality Assurance
• Maintain accurate, complete, and up-to-date program databases, spreadsheets, dashboards, and other data tracking systems.
• Conduct routine data quality reviews to assess the accuracy, completeness, consistency, and reliability of program data.
• Reconcile program information across multiple systems, databases, and reporting sources to ensure consistency and identify discrepancies.
• Investigate data inconsistencies, missing information, and reporting errors; coordinate with the appropriate staff to resolve issues and verify that corrections are completed.
• Establish and maintain organized data management processes, documentation standards, and quality control procedures.
• Monitor data entry practices and recordkeeping processes to promote consistency and compliance with organizational policies and funder requirements.
• Maintain accurate participant and program records in accordance with applicable confidentiality, privacy, and data security requirements.
• Program Reporting and Grant Compliance
• Take ownership of assigned monthly, quarterly, annual, and grant-related reporting deliverables, ensuring all reports are accurate, complete, properly documented, and submitted within established deadlines.
• Compile, analyze, validate, and reconcile program data for internal reports, grant reports, contract deliverables, and other required submissions.
• Coordinate directly with program managers, Operations, and other relevant departments to obtain, validate, and resolve questions regarding required reporting information.
• Maintain a reporting calendar to track submission deadlines, reporting requirements, data collection schedules, and outstanding deliverables.
• Review reporting requirements outlined in grants, contracts, and other funding agreements to ensure that required data and documentation are collected and maintained.
• Prepare clear, accurate, and well-organized reports, summaries, spreadsheets, and supporting documentation for leadership, funders, auditors, and other stakeholders.
• Identify potential reporting delays, compliance concerns, and documentation gaps, communicate risks to the Senior Grants Manager, and follow through on corrective actions.
• Maintain organized records and an audit-ready documentation trail to substantiate reported outcomes, services delivered, and program performance.
• Performance Monitoring and Data Analysis
• Develop, maintain, and update dashboards, tracking tools, and reports to monitor program performance and progress toward established goals.
• Track and analyze key performance indicators (KPIs), program outputs, outcomes, service delivery measures, and other performance metrics.
• Compare actual program performance against established targets, grant commitments, contractual requirements, and organizational benchmarks.
• Identify performance variances, emerging trends, data gaps, and potential areas of concern; communicate findings and recommend follow-up actions as appropriate.
• Translate program data into clear summaries, charts, dashboards, and other visual reports to support leadership oversight and informed decisionmaking.
• Monitor data trends and reporting patterns to identify opportunities to improve program performance, data collection practices, and reporting accuracy.
• Collaborate with program managers to clarify performance measures, validate reported outcomes, and address discrepancies between program activities and reported results.
• Systems, Tools, and Process Improvement
• Use Microsoft Excel to organize, analyze, reconcile, and report program data, including the application of formulas, pivot tables, lookup functions, data validation, and other analytical tools.
• Develop and maintain standardized spreadsheets, reporting templates, tracking tools, and dashboards to improve reporting efficiency and consistency.
• Utilize Salesforce or other program management systems to extract, review, and analyze data and generate reports and dashboards, as applicable.
• Identify opportunities to strengthen data collection, reporting workflows, documentation practices, and internal controls.
• Recommend and implement improvements to data quality procedures, reporting processes, and tracking systems in coordination with the Senior Grants Manager and relevant departments.
• Maintain clear documentation of reporting methodologies, data definitions, reconciliation processes, and quality control procedures to promote consistency and continuity.
• Stay informed of applicable program reporting requirements, organizational data standards, and relevant changes to grant or contract deliverables.
• Cross-Departmental Coordination and Accountability
• Report to the Senior Grants Manager and work directly with program managers, Operations, and other relevant staff to ensure the timely collection, validation, reconciliation, and submission of program data.
• Establish clear follow-up processes for outstanding data requests, incomplete records, reporting discrepancies, and corrective actions.
• Communicate reporting expectations, deadlines, data quality concerns, and performance findings to appropriate stakeholders.
• Exercise independent judgment in managing assigned reporting responsibilities, prioritizing competing deadlines, identifying risks, and resolving routine data and reporting issues.
• Escalate significant data integrity, compliance, and unresolved reporting issues promptly to the Senior Grants Manager. Notify both the Senior Grants Manager and Operations leadership of repeated delays, persistent discrepancies, or issues affecting organizational performance, and ensure appropriate documentation, corrective action, and follow-up through resolution.
• Perform other duties related to program data management, reporting, compliance, and performance monitoring as assigned.

Qualifications

Qualifications

• Associate degree in Business Administration, Public Administration, Data Management, Information Systems, Human Services, or a related field preferred; equivalent relevant education and experience may be considered.
• At least three years of relevant professional experience in data management, program reporting, data analysis, compliance reporting, program administration, or a related field.
• Demonstrated experience managing reporting deliverables, validating data, maintaining records, and meeting recurring reporting deadlines.
• Advanced working proficiency in Microsoft Excel, including formulas, pivot tables, lookup functions, data reconciliation, data validation, and report development.
• Experience analyzing data, identifying discrepancies, investigating reporting issues, and following through on corrective actions.
• Experience developing or maintaining dashboards, tracking key performance indicators, and monitoring performance against established targets.
• Experience with Salesforce reporting and dashboard development preferred but not required.
• Proficiency with Microsoft Office applications, including Excel, Word, and PowerPoint.
• Experience working in a nonprofit, social services, government-funded, or grant-funded environment preferred.
• Familiarity with grant agreements, contract deliverables, funder reporting requirements, and audit documentation preferred.
• Strong analytical and problem-solving skills, with the ability to interpret data, identify trends, and communicate findings clearly.
• Exceptional attention to detail and a demonstrated commitment to data accuracy, accountability, and documentation quality.
• Strong organizational and time management skills, including the ability to manage multiple reporting deliverables and deadlines independently.
• Effective written and verbal communication skills, including the ability to coordinate across departments and follow up on outstanding information.
• Ability to exercise initiative, sound judgment, and accountability while working independently and collaboratively.
• Ability to maintain confidentiality and handle sensitive participant and organizational information in accordance with applicable policies and requirements.

Key Skills & Competencies

• Data Management and Quality Assurance
• Advanced Microsoft Excel and Data Reconciliation
• Program Reporting and Grant Compliance
• KPI Monitoring and Performance Analysis
• Dashboard Development and Reporting Automation
• Data Validation and Internal Controls
• Grant and Contract Reporting
• Salesforce Reporting and Dashboard Development (Preferred)
• Documentation and Audit Readiness
• Cross-Departmental Coordination
• Problem Solving and Corrective Action Follow-Through
• Organization, Prioritization, and Deadline Management
• Independent Judgment and Accountability
• Confidentiality and Data Integrity
• Written and Verbal Communication