Data Coordinator

The Data Coordinator plays a vital role in supporting the organization's mission by ensuring the integrity, accuracy, and accessibility of student, alumni, donor, volunteer, and program data across Salesforce and other organizational databases. This position is responsible for data entry, record maintenance, data validation, and reporting to ensure information is accurate, complete, and readily available for program operations, fundraising, strategic decision-making, and organizational reporting.This position is encouraged to explore and identify ways to incorporate AI, automated workflows, and more, to support efficiency.

Through diligent data stewardship and a commitment to data quality, the Data Coordinator helps strengthen organizational effectiveness, accountability, and impact while supporting staff, students, alumni, donors, and community partners. This role requires exceptional attention to detail, strong organizational and analytical skills, the ability to maintain confidentiality, and a commitment to upholding high standards of data integrity in a mission-driven environment.

The Data Coordinator will report to the Director, Marketing and Communications with support from the Sr. Vice President., * Quarterly - Data Coordinator will meet with teams to identify, document, and translate database needs to Database firm.

• Monthly - Data Coordinator will review a minimum of 25 paper records, input data and upload documents, and shred originals (older than 2020). Will keep a spreadsheet of processed records (name and class year) for review. Once these are finished, the Data Coordinator will move to electronic records.
• Regularly scheduled reporting for all departments will be 100% accurate with no major corrections, and on time. Reports must be provided in an accessible format and recipients are trained to review them accurately.
• Enter and verify new records within seven business days of receiving complete documentation (work with relevant departments to identify processes for incomplete records). This includes new student applications, donors, volunteers, and more.
• Provide "new graduate list" each time the NSC report is pulled and deliver to the Alumni Network and CEO
• Design, administer, and evaluate a biannual staff survey that measures knowledge, confidence, compliance, and effective utilization of Salesforce and organizational data processes. The average staff confidence score after the first survey should be at least 4.0/5 and have a 90%+ completion rate., 1. Data Entry and Record Management (25%)
• Follow established procedures to process donations and ensure accurate gift records.
• Format spreadsheets and form responses for upload into Salesforce. Perform batch uploads for requesting departments.
• Review archived electronic and physical files for current students and alumni. Extract relevant information and enter historical data into Salesforce and organizational databases.
• In coordination with the relevant department Program team, support entering, updating, and maintaining student, alumni, donor, volunteer, and program participant records in Salesforce and other designated databases.
• Maintain electronic and physical records in accordance with organizational policies and retention guidelines.
• Ensure all required documentation is properly named, stored, and linked within applicable systems
• Download NSC (National Student Clearinghouse) postsecondary graduation data twice per year (in appropriate timeline after semesters). Compare records to Salesforce database and update Alumni Network Records. Identify incomplete records and work with the Alumni Network team to rectify.
• Mass update record types and academic years as students advance through programming.

2. Reporting (25%)

• Prepare recurring and ad hoc reports for program, development, leadership, and operational teams. Plan ahead to ensure scheduled reports are run on time and staff are trained on how to receive and read them. Ensure final reports are cleaned up and organized.
• Support development and operationalization of data collection efforts for grants, funders, board reports, and organizational outcomes reporting.
• Assist with tracking key performance indicators and organizational metrics.
• Check team members' work for timeliness, completeness, and accuracy to managers.
• Respond to internal data requests in a timely and professional manner.
• Support annual audits and compliance reporting activities as needed.

3. Data Quality and Compliance (20%)

• Conduct routine audits of Salesforce records to identify incomplete, duplicate, or inaccurate data.
• Coordinate with appropriate staff to obtain or verify records when needed.
• Assist with data migration and record cleanup projects as assigned.
• Create and follow established data entry standards, procedures, and naming conventions.
• Protect confidential student, employee, donor, and organizational information.
• Ensure compliance with applicable privacy laws, organizational policies, and data security requirements.
• Report data discrepancies, concerns, or system issues promptly.

4. Cross-team collaboration (15%)

• Program Applications: Work with program staff to update program application workflow and rectify new applications with existing records. Track and report on the number of applications. Monitor completion success. Suggest changes to procedures, instructions, and language as needed. Provide a Word/PDF version of the application for manual/printed copies.
• Meet with departments and team members to understand current processes and pain points.
• Train (initial and ongoing) staff on use of the Salesforce database, including accessing information, data entry procedures, logging interactions, updating profiles, prospect research, relationship management, reporting, etc.
• Provide problem-solving and troubleshooting support.

5. Administrative and Operational Support (15%)

• Lead collaboration with the data consultant and/or Salesforce support team to translate the organization's needs, troubleshoot, answer questions, improve processes, and implement new tools.
• With the Dir. of Marketing and Communications, track and assess effectiveness and timeliness of database consultant and/or Salesforce support team.
• Review existing SOPs and documentation. Create a comprehensive system for accessing and using these files. Identify missing, incomplete, or unclear documents. Make updates or create new documentation as needed.
• Oversee quality of intern and/or volunteer data entry.
• Assist with special projects related to data management and organizational effectiveness.
• Maintain organized documentation of completed work and project progress.
• Support continuous improvement efforts related to data collection and reporting processes. Identify and recommend opportunities for improvement.
• Identify gaps between existing procedures and reporting needs.
• Perform other duties as assigned.

• Associate's or Bachelor's degree in Business Administration, Information Systems, Data Analytics, Nonprofit Management, or related field.
• Minimum one (1) year of administrative, data entry, records management, or database experience.
• Minimum three (3) years of experience using Salesforce
• Experience with reporting, data validation, and quality assurance processes.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Strong data entry and keyboarding skills.
• Exceptional attention to detail and organizational abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple projects and meet deadlines independently.

KNOWLEDGE / SKILLS / ABILITIES

• Experience working in a nonprofit, education, youth development, or social services environment preferred.
• Familiarity with grant reporting and outcomes tracking preferred.
• Strong analytical and problem-solving skills.
• Ability to identify inconsistencies and errors in data.
• Self-confidence and task ownership. Able to communicate clearly when requests are unclear, correct procedures are not being followed, or existing processes are not working.
• Ability to work independently with minimal supervision.
• Strong customer service mindset when supporting internal stakeholders
• Commitment to continuous improvement and process efficiency.
• Ability to learn new software and database systems quickly.
• Excellent written and oral communication skills, including proven success in clearly presenting technical information to general audiences.
• Demonstrated ability to set and manage priorities under tight deadlines with an outcomes-oriented approach.
• Must be highly adaptive, versatile, and responsible, even when confronted with ambiguity.
• Willingness to take initiative and do what is necessary to complete the job., * A valid driver's license and reliable transportation to and from site location(s) i.e. Reality Changers' headquarters, program site, and related events.
• Clear Tuberculosis Test (TB) or ability to obtain medical clearance
• A job offer of employment is contingent upon completion of our pre-employment screening process., This job requires the ability to sit, use hands and arms to perform repetitive motions. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. It requires moderate dexterity, application of basic skills (calculator, keyboard, hand-eye coordination, etc.) and the ability to bend or stand as necessary.

As a candidate for this position, starting salary and related elements of compensation will be contingent upon work experience, education, job-related skills, and any other factors Reality Changers considers relevant factors to the hiring decisions for this position. This position is not eligible for benefits.

At Reality Changers, we believe that diversity, equity, and inclusion (D.E.I.) are connected to our mission and critical to the well-being of our staff and our community. In 2021, we were recognized as an "Outstanding Organization for Diversity & Inclusion" by the Association of Fundraising Professionals San Diego Chapter. Reality Changers serves first generation youth from low-income backgrounds and from groups who are traditionally under-represented on college campuses-such as Black, Latinx, Indigenous, LGBT+, Immigrant and/or Undocumented communities. Because we believe that these communities must be centered in the work we do, we strongly encourage applications from people with these identities and/or backgrounds.