Program Data & Reporting Coordinator

Job Title:

Program Data & Reporting Coordinator

Salary Grade:

Hourly, Full Time

Direct Report:

Operations Director

Supervisory:

None

Location:

Cedar City- St George- Remote

Job Purpose: The Program Data & Reporting Coordinator is responsible for collecting, organizing, tracking, and reporting program data required by organizational leadership, state agencies, and other funding sources. The primary focus of this position is ensuring required program data is accurate, complete, timely, and available for state and grant reporting requirements. The position will also maintain basic demographic, program utilization, and outcome data that can be used by management to monitor program activity and by the marketing team to communicate organizational reach, services, and impact. This position works closely with program leadership, operations, clinical staff, finance, and other departments to gather required information and maintain consistent reporting processes.

Duties & Responsibilities:

State and Program Reporting

• Collect data required for state-funded programs, contracts, grants, and other reporting requirements.

• Maintain reporting calendars and track submission deadlines.

• Prepare routine monthly, quarterly, annual, and other required program reports.

• Ensure required data is complete and accurate prior to submission for billing or reporting.

• Work with program staff to obtain missing or incomplete information.

• Assist with responding to requests for additional program data from state agencies or funding sources.

• Maintain historical reporting records for organizational reference.

Data Collecting and Tracking

• Collect and organize program information from internal systems, spreadsheets, and staff reports.

• Maintain standardized data-tracking tools.

• Track basic program metrics such as:

• Admissions

• Discharges

• Census

• Length of stay

• Referral sources

• Client demographics

• Geographic service areas

• Payer or funding source

• Treatment completion

• Discharge disposition

• Other required program or outcome measures

• Collect outcome measures from clients in a timely manner.

• Review data for obvious inconsistencies, missing information, or duplicate records.

• Assist departments with maintaining consistent data-entry and tracking practices.

Basic Data Analysis

• Compile and summarize program data for management.

• Identify basic trends and changes in program activity.

• Compare program activity across reporting periods.

• Calculate percentages, averages, totals, and other routine measures.

• Assist management with requests for specific program statistics.

• Prepare basic charts, graphs, and summaries when requested.

• Help identify information that may warrant additional review by management.

Management Reporting

• Prepare routine reports and summaries for leadership.

• Provide data used in management meetings and program reviews.

• Maintain current program statistics that leadership can access when needed.

• Assist with compiling organizational data for presentations, planning, and operational discussions.

• Provide accurate historical data when management needs to review program growth or changes over time.

Marketing and Community Information

• Provide approved program statistics and demographic information to the marketing team.

• Compile information regarding:

• Number of individuals served

• Communities or counties served

• Client demographics

• Program utilization

• Referral sources

• Program growth

• Treatment completion or other approved outcome measures

• Assist with providing data for brochures, presentations, annual reports, social media, community outreach, and other marketing materials.

• Verify that statistics used externally are accurate and supported by organizational data.

• Maintain commonly requested organizational statistics for consistent use.

Marketing and Community Information

• Maintain organized electronic records of reports and supporting data.

• Protect confidential and protected information in accordance with organizational policies.

• Follow HIPAA and other applicable privacy requirements when working with client information.

• Assist in developing standardized spreadsheets, tracking tools, and reporting templates.

• Identify recurring data-quality issues and notify appropriate leadership.

• Assist with improving internal processes for gathering and maintaining required information.

Requirements:

• Strong organizational skills and attention to detail.

• Ability to accurately enter, organize, and review data.

• Proficiency with Microsoft Excel and other Microsoft Office applications.

• Ability to work with spreadsheets, formulas, filters, charts, and basic data summaries.

• Intermediate or advanced Microsoft Excel skills.

• Ability to manage multiple reporting deadlines.

• Ability to work independently and follow established reporting requirements.

• Ability to communicate with multiple departments to obtain required information.

Preferred:

• Previous experience with healthcare, behavioral health, substance use treatment, grants, government programs, or program reporting.

• Experience working with electronic medical record systems.

• Experience completing state, grant, or contract reporting.

Knowledge, Skills, & Abilities:

• Data collection, entry and validation

• Spreadsheet management

• Basic data analysis

• Program reporting

• Demographic tracking

• Report preparation

• Record organization

• Microsoft Excel

• Charts and graphs

• Deadline management

• Confidentiality and HIPAA awareness

Work Environment: This job operates in a professional treatment setting. Role routinely uses standard office equipment and computer programs. While performing the work, the employee interacts with individuals that may exhibit many different emotions and must be able to appropriately respond to their feelings. The noise level in the facility is usually moderate.

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.

While performing the duties of this job, the employee is required to use manual dexterity to handle, feel, and operate objects, tools and controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear. The employee is required to type, file and lift office supplies.

Position Type / Expected Hours of Work: Full-time employees are regularly scheduled to work at least 36 hours per week. Work schedules will be discussed with each employee, with efforts made to accommodate individual needs while fulfilling program requirements.

Travel: Minimal travel will be required for this position but may be required for training seminars from time to time. Estimated travel time is less than 10%.

Pay: $23.00 - $26.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: Hybrid remote in Cedar City, UT 84720