Manager, Data & Compliance Services

Manager, Data & Compliance Services

Position Summary:

The Manager, Data & Compliance Services is responsible for the department's data systems, reporting workflows, documentation compliance processes, and data integrity practices tied to family outcomes and program performance. This role ensures accuracy, completeness, and timely submission of required data to funders and internal stakeholders. The Manager ensures accuracy, completeness, and timely submission of required data to funders and internal stakeholders, while supporting documentation alignment with service delivery standards. This role partners closely with the Senior Manager, Family Impact Services to provide limited direct family support or temporary case coverage when operational needs require.

Essential Functions/ Job Duties:

Data Systems and Workflow Ownership

Oversee daily data entry systems and reporting workflows supporting family services and outcome reporting.

Develop, maintain, and refine standardized data procedures, data dictionaries, and internal guidance to support consistency.

Ensure participant records, service entries, outcomes, and required fields meet funder reporting requirements and internal standards.

Create and maintain calendarized reporting timelines and internal checkpoints to ensure deadlines are consistently met.

Data Quality Audits and Discrepancy Resolution

Conduct routine data audits to identify missing data, errors, duplication, or inconsistencies.

Research and resolve data discrepancies in collaboration with advocates and leadership.

Document findings, corrective actions, and process improvements resulting from audits.

Provide technical support and guidance to staff on data entry and documentation-related system issues.

Compliance and Audit Readiness Support

Maintain grant-required files and documentation related to reporting requirements and compliance processes.

Support audit preparation through file reviews, evidence compilation, reporting exports, and corrective action follow-up.

Ensure confidentiality and secure data handling practices are followed, including access controls where applicable.

Supervision and Training

Supervise part-time data support staff, including work assignment, training, and performance feedback.

Train staff on reporting workflows, data entry procedures, quality standards, and compliance expectations.

Support onboarding processes for new data staff or temporary support personnel.

Cross-Functional Collaboration

Partner with the Senior Manager, Family Impact Services to align documentation standards with reporting requirements.

Provide regular reporting updates to the Director, including trend summaries, quality issues, risks, and recommended improvements.

Support department-wide performance reporting requests and internal data needs tied to leadership decision-making.

May provide limited direct family support, including assistance with public benefits applications or temporary case coverage, when operational needs require, in coordination with the Senior Manager and Director.

May participate in community outreach events, resource fairs, school functions, and local engagement opportunities to promote program awareness and increase enrollment.

Other

Maintain confidentiality of all information reviewed, processed, or filed.

Perform additional responsibilities established by the Director, Family Impact & Data Services.

YMCA Competencies (i.e. Leader, Team Leader, Multi-Team/ Branch Leader):

Mission Advancement: Reinforces the Y's values within the organization and the community. Effectively communicates the benefits and impact of the YMCA's efforts for all stakeholders. Implements effective systems to develop volunteers at program and fundraising leadership levels.

Collaboration: Develops strategies to ensure staff and volunteers reflect the community. Builds and nurtures strategic relationships to enhance support for the YMCA. Communicates for influence to attain buy-in and support of goals. Provides tools and resources for the development of others.

Operational Effectiveness: Integrates multiple thinking processes to make decisions. Involves members and community in the development of programs and activities. Ensures execution of plans. Institutes sound accounting procedures and financial controls. Assigns clear accountability and ensures continuous improvement.

Personal Growth: Fosters a learning environment embracing diverse abilities and approaches. Creates a sense of urgency and positive tension to support change. Anticipates challenges that can sidetrack or derail growth and personal learning. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

Qualifications, Skills and Abilities/ Position Requirements:

Qualifications:

High School Diploma required; college preferred.

Minimum 2 to 3 years experience in data entry, data management, compliance reporting, or related operations.

Experience with spreadsheets and word processing tools required; comfort with databases and reporting systems strongly preferred.

Experience in grant-funded youth development or human services environments preferred.

Strong attention to detail, documentation discipline, and ability to manage deadlines.

Strong problem-solving skills and ability to troubleshoot discrepancies across multiple data sources.

Demonstrated professionalism, confidentiality, and integrity.

Certificates and Licenses:

Valid Driver's License.

Adult/ Child CPR & First Aid certified.

Any required compliance training/certifications as applicable.

Position Profile:

Organization Quick adaptability

Data Management Problem solving

Data Analysis Confidentiality

Communication Flexibility and versatility

Work Environment:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform to essential functions. Primary works in an office environment; however, performs daily visits to program/ school sites. Employment at the YMCA is at-will. It is purely voluntary, based upon the consent of both the Association and the staff member. No expressed or implied contractual rights should be inferred from this job description. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities. Being in good physical health with range of body motion, including manual and finger dexterity and eye/hand coordination. Requires corrected vision and hearing to normal range. Occasionally requires working under stressful conditions or working irregular hours. The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Employment at the YMCA is at-will. It is purely voluntary, based upon the consent of both the Association and the staff member. No expressed or implied contractual rights should be inferred from this document. As a condition of employment, you will be required to submit to and satisfactorily clear a thorough Level II fingerprint background screening. As a Drug-Free Employer, all new hires must successfully complete a drug test. Please note Medical Marijuana cards are not accepted and do not exempt you from successfully passing your drug test. The YMCA of South Florida is committed to the policy of Equal Opportunity prohibiting discrimination in the workplace because of race, color, religion, national origin, sexual orientation, political affiliation, age or disability. In accordance with House Bill 531 (2025) the Department of Children and Families require employers to make the "Care Provider Screening Clearinghouse Education and Awareness" website link available to all potential candidates receiving a background check via the Clearinghouse.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.