Child and Family Database Specialist

Job Description

Job Description

Grow Early Learning is a Head Start organization that provides high-quality early childhood education services to children and families of migrant and seasonal farm workers. 

We are currently seeking an experienced Child and Family Database Specialist to join our team in our Raleigh, NC corporate office. This is an in-office position. 

Purpose : The Child and Family Database Specialist will support Grow Early Learning’s use of ChildPlus by maintaining the organization’s child and family database, strengthening data quality, supporting system workflows, and providing training and technical assistance to staff. This position helps ensure accurate, complete, timely, secure, and audit-ready program data for Head Start operations, federal reporting, compliance monitoring, planning, and data-informed decision-making across Grow Early Learning’s multi-state service area.

Education and Experience:

Preferred: Bachelor’s degree in Information Systems, Information Technology, Data Analytics, Data Management, Early Childhood Education, Human Services, Business Administration, Public Administration, or related field, and three (3) years of experience working with ChildPlus or a comparable management information system in a Head Start, Early Head Start, or similarly regulated multi-site environment. Experience with ChildPlus administration, program modules, reporting, data quality assurance, user support, audit readiness, PIR reporting, non-federal share documentation, ongoing monitoring, training, and cross-functional program data preferred.

Accepted: Associate degree in Information Systems, Information Technology, Data Analytics, Business Administration, Human Services, Early Childhood Education, Data Management, or related field, and four (4) years of relevant experience in data management, database reporting, data quality assurance, program data entry and reporting, Head Start/Early Head Start operations, compliance monitoring, or administrative coordination. Equivalent combinations of education, training, and experience may be accepted.

Skills, Knowledge and Ability: Ability to communicate, receive, and transfer written, oral, and electronic information effectively. Working knowledge of ChildPlus, Head Start/Early Head Start program operations, federal reporting, service area workflows, database accuracy, reporting tools, and ongoing monitoring practices. Ability to administer and configure a management information system, including user accounts, roles, permissions, modules, custom fields, data standards, reports, and system documentation while safeguarding sensitive child, family, and staff information. Ability to review data for completeness, accuracy, timeliness, and audit readiness; identify trends and gaps; troubleshoot user questions; develop practical training materials; and support staff with clear technical assistance. Strong organization, attention to detail, analytical thinking, computer, reporting, documentation, training, customer service, follow-through, and problem-solving skills. Advanced proficiency with Microsoft 365 and Excel required; experience with SQL, Power BI, or dashboard development preferred. Ability to work independently, manage multiple priorities, maintain confidentiality, and support culturally diverse staff across multiple states.

Working Conditions: Typical office environment with regular use of telephone, computer, database systems, video conferencing, electronic records, and standard office equipment. Work may include infrequent travel in and/or out of state to provide training, support implementation, participate in meetings, or assist with monitoring and data quality activities. Position requires frequent sitting, standing, walking, reaching, handling, talking, hearing, viewing computer screens for extended periods, and the ability to lift a minimum of 25 pounds.

Other Requirements: Ability to maintain confidentiality and handle child, family, staff, and program records with accuracy and discretion. Ability to operate telephone, computer, ChildPlus, Microsoft Office applications, reporting tools, document management systems, and standard office equipment. Valid driver’s license, reliable transportation, insurable driving record, and insurance on own vehicle may be required if travel is assigned.

ESSENTIAL FUNCTIONS

• Serve as a primary ChildPlus database resource for Grow Early Learning by supporting system use, data quality, reporting, training, and workflow consistency across the organization.
• Maintain, monitor, and support the ChildPlus database to help ensure accurate, complete, timely, secure, and audit-ready child and family records.
• Support agency database administration, application settings, system configurations, program modules, custom fields, and assigned ChildPlus workflows.
• Create, update, and monitor ChildPlus user accounts, security groups, role-based access, and permissions in coordination with Technology Solutions leadership and organizational procedures.
• Configure and maintain assigned ChildPlus modules, including ERSEA, Health, Family Services, Attendance, In-Kind, Disabilities, and other modules aligned with program design and performance standards.
• Establish, reinforce, and monitor data entry standards, validation practices, quality-control processes, business rules, and consistent database procedures across locations.
• Review ChildPlus data, reports, and system entries to identify missing information, inconsistencies, duplicate records, timeliness concerns, data entry issues, and opportunities for improvement.
• Provide training, technical assistance, and user support to staff on ChildPlus functions, data entry expectations, reporting processes, role-specific workflows, and system changes.
• Assist with onboarding new ChildPlus users and reinforcing consistent database practices across service areas, regions, centers, and departments.
• Generate, maintain, and distribute standard and ad hoc ChildPlus reports to support program operations, ongoing monitoring, compliance, planning, leadership review, and data-informed decision-making.
• Assist program and service area leaders with data needed for Head Start reporting, monitoring, self-assessment, program planning, PIR preparation, non-federal share documentation, and other organizational requirements.
• Support monitoring reviews, audits, and compliance activities by providing accurate and timely data, documentation, reports, and follow-up support.
• Develop, update, and maintain user guides, job aids, checklists, data entry procedures, training materials, data dictionaries, standard operating procedures, and other ChildPlus support tools.
• Support analytics, extracts, dashboards, or related reporting tools, including SQL or Power BI work as assigned and within role scope.
• Collaborate with Operations, ERSEA, Health, Family Services, Education, Compliance, and other departments to strengthen data consistency and reduce gaps across service areas.
• Coordinate with ChildPlus support, consultants, or vendors as needed to troubleshoot system issues, clarify functionality, escalate concerns, and support effective implementation.
• Maintain organized documentation of database procedures, report schedules, training records, user support requests, system changes, version updates, and data quality activities.
• Participate in meetings, trainings, monitoring activities, implementation projects, and continuous improvement efforts related to ChildPlus and program data systems.
• Perform other duties as assigned.

We offer:

• Individualized professional development plans and opportunities for growth    
• Medical, Dental & Vision insurance    
• Life and Disability insurance     
• 403(b)-retirement savings account     
• Flexible Spending Plans     
• Personal Leave Time 
• 16 paid Holidays
• Consideration of Public Service Loan Forgiveness Programs     
• Employee Assistant Program (EAP)     

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.