COOK INLET TRIBAL COUNCIL, INC. 

Job Title:          Data Collection Coordinator I/II/III

Department:     Recovery & Reentry

Reports To:       Data Supervisor

Supervises:      None

FLSA Status:     Non-Exempt

Pay Grade:         N2 (I), N3 (II), N4 (III)

Job Type:           Regular, Full-Time

AKBCU: Yes       ICPA: No

General Functions:

The Recovery Services Data Collection Coordinator is responsible for directing and coordinating the overall data support functions for Recovery Service continuum of care, including program data collection such as Government Performance and Results Act (GPRA) and satisfactions. This position maintains input to Alaska's Automated Information Management System (AKAIMS) for Anchorage Safety Action Program (ASAP), Office of Children Services (OCS), and Drug Court requirements by retrieving information from collected documents and the Recovery Services Case Management System (RSCMS). Working in partnership with our people, the Data Collection Coordinator helps develop opportunities that fulfill our endless potential by ensuring accurate data collection and reporting that supports evidence-based program evaluation and continuous quality improvement. The role requires strong analytical skills and attention to detail to maintain data integrity across multiple systems while supporting Recovery Services programs in achieving their clinical and administrative objectives.

Duties and Responsibilities:

Data Collection Coordinator I

• Ensure that satisfaction survey questions remain up to date and work with Data Supervisor to update and/or start new surveys to track appropriate responses needed for RS programs and CITC Board and Leadership.
• Responsible for all scans, labeling, and uploading documents to Scan Drive and the RSCMS electronic case management system and reviewing that all documents are correct; ensure documents are completed accurately prior to being uploaded to charts.
• Review all screening tools scanned for accuracy and completion before submitting them to the Data Evaluation Team.
• Maintain satisfaction survey spreadsheet for all assessments, outpatient, and residential programs.
• Assist in conducting follow-up surveys as requested by Data Coordinator II.
• Maintain and complete Permission for follow-up spreadsheets and add participants to Survey social media platforms for contact.
• Coordinate with staff from other departments to update screening tools to meet submission standards.
• Communicate clearly and professionally with fellow team members and other staff.
• Participate as an active member of the administrative team and attend important meetings.
• Maintain a positive working relationship with CITC staff and personnel of other partnering organizations while displaying a professional disposition.
• Maintain confidentiality according to all state and federal regulations, policies, and procedures.
• Perform all related duties as assigned.

Data Collection Coordinator II

• Consistently perform all duties and responsibilities of Data Coordinator I with a high level of proficiency.
• Administer and conduct all follow-up surveys following prescribed protocols to ensure proper tracking to all Recovery Services Programs and submit them to Data Evaluation Team.
• Maintain a tracking spreadsheet to ensure long-term goals are met.
• Enter data into state databases in accordance with RS procedures and timeframes for all state grants and per referral requests.
• Act as a liaison between State AKAIMS and attend all AKAIMS meetings and training.
• Review and provide quality assurance to all AKAIMS entries.
• Provide and implement outreach opportunities that target participants who would be eligible for follow-up surveys.
• Ensure written documents such as Policies and Procedures are kept up to date.
• Ensure follow-up questions remain up to date, and work with Data Supervisor to update as needed per SAMSHA grant requirements.
• Perform all related duties as assigned.

Data Collection Coordinator III

• Consistently perform all duties and responsibilities of Data Coordinator I/II with a high level of proficiency.
• Provide initial and ongoing training for administrative support, including, but not limited to, AKAIMS entry and how to administer follow-up and satisfaction surveys.
• Provide initial and ongoing training for clinical team, including but not limited to, AKAIMS entry, when screening tools are due, and how to complete screening tools.
• Work in collaboration with contractors to maintain AKAIMS spreadsheets, weekly uploads spreadsheets, weekly reports, satisfaction survey due dates, and follow-up due dates.
• Work in collaboration with Data Supervisor to ensure metrics are in accordance with long-term goals.
• Update survey forms when there are program changes, additions, or as directed by Sr. Program Manager.
• Develop reports using tools such as MS Excel and MS Access as requested by the Data Supervisor and Data Manager.
• Maintain confidentiality according to all state and federal regulations, policies, and procedures.
• Perform all related duties as assigned.

Job Specifications:

• Excellent public contact and telephone etiquette with professional presence.
• Ability to work well with others with a variety of backgrounds in a multi-task environment.
• Good organizational skills with ability to develop skills to prioritize workload and be flexible and understanding with changing priorities.
• Demonstrated proficiency with computers, business software, and standard office equipment.
• Demonstrated ability to prioritize work and work-related responsibilities while working independently with minimal supervision.
• Strong written communication skills including good grammar, spelling, and vocabulary.
• Excellent data accuracy and analysis skills to prevent inaccuracies in department databases and recordkeeping systems.
• Ability to actively participate in CITC privacy training and protect participant information in accordance with CITC privacy policies, procedures, and practices as required by federal and state law, with understanding that failure to comply may result in disciplinary action up to and including termination of employment.
• Understanding that participant information may only be accessed to the extent necessary to complete job duties and shared on a need-to-know basis with those who have job responsibilities related to treatment, payment, or other CITC operations.
• Responsibility to report, without threat of retaliation, any concerns regarding CITC's policies and procedures on participant privacy and any observed practices in violation of policy to the designated Privacy Officer.
• General knowledge and understanding of the social, health, educational, training, and cultural needs of the Alaska Native and American Indian community.

Minimum Core Competencies:

CITC Values, Respectful Leadership, Professionalism, Emotional Intelligence, Problem Solving/Critical Thinking, Communication Skills.

Minimum Qualifications:

• Employment is contingent upon completion of satisfactory state and federal fingerprint criminal background check.

Data Collection Coordinator I

• High school diploma or GED.
• One (1) year working in a Data Support and/or administrative support role.
• Six (6) months working with a database system.

Data Collection Coordinator II

• Associate degree in business administration or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.
• Two (2) years working in a Data Support and/or administrative support role.
• One (1) year working with a large electronic database system.

Data Collection Coordinator III

• Bachelor's degree in business administration or related field. Relevant experience may substitute for the education requirement on a year-for-year basis.
• Three (3) years working in a Data Support and/or administrative support role.
• Two (2) years working with a large electronic database system.

Preferred Qualifications:

• One (1) year of experience working in substance use treatment for Level I.
• Two (2) years of experience working in substance use treatment for Level II.
• Three (3) years of experience working in substance use treatment for Level III.

Physical Requirements:
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.

• May require prolonged periods of sitting, standing, and moving.
• Must be able to lift up to 50 pounds occasionally, by utilizing proper lifting techniques and working in a safe manner.
• May involve the use of office equipment, tools, and other equipment as necessary. Possible bending, stooping, reaching, kneeling, and crouching.

Disclaimer
The information provided in this description has been designed to indicate the general nature and level of work performed by incumbents within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job. Management has sole discretion to add or modify duties of the job and to designate other functions as essential at any time. This job description is not an employment agreement or contract.