Data & Evaluation Coordinator

•  Develop and maintain data tracking systems for mental health and HIV program performance, client outcomes, and service utilization.
• Collect, input, and validate data from multiple sources, ensuring accuracy and compliance with funding requirements (e.g., Ryan White, Medicaid, NYS OMH, HRSA).
• Ensure all client data is securely stored and managed per confidentiality and regulatory guidelines (HIPAA, 42 CFR Part 2, OMH reporting standards).
• Accurately input client demographics, case notes, service utilization, and program-related data into Electronic Health Records (EHR), funder databases (e.g., eSHARES and AIRs,), and internal tracking systems.
• Ensure all required documentation is complete, error-free, and submitted within designated timeframes.
• Maintain up-to-date client records, including intake forms, progress notes, referrals, and discharge summaries.
• Ensure timely and complete data entry for intakes, assessments, service utilization, case notes, and program deliverables.
• Review and reconcile discrepancies in client records and service reports to ensure data integrity.

•  Analyze program data to assess trends, treatment adherence, mental health outcomes, viral load suppression rates, and service engagement.
• Prepare reports for funders, program managers, executive leadership, and regulatory agencies to meet reporting requirements (e.g., PHS, OMH etc.).
• Develop and manage databases, dashboards, tracking systems, data visualizations, and presentations to communicate key findings to internal teams and external stakeholders.
• Support quality improvement (QI) initiatives by identifying trends and gaps in service delivery.
• Assist with developing and monitoring key performance indicators (KPIs) for program effectiveness.
• Assist in preparing reports for funders, audits, and internal performance reviews.

•  Ensure data accuracy, completeness, and adherence to HRSA Ryan White, HIPAA, and other regulatory standards.
• Conduct routine quality checks to ensure compliance with funder reporting guidelines.
• Assist in preparing monthly, quarterly, and annual reports for program tracking and evaluation.
• Conduct routine data quality checks and correct errors to improve accuracy.
• Promote a data-driven culture by helping staff understand and use data.

• Work closely with therapists, case managers, clinicians, and outreach teams to verify service documentation and ensure accurate data collection and reporting.
• Support the Clinical Director and Clinical Supervisor in compiling reports for audits, funder reviews, and internal assessments.
• Participate in team meetings and trainings to stay updated on data management best practices.
  
  

• Assist with organizing and maintaining electronic and physical files for program documentation.
• Support the development of data tracking tools and templates as needed.
• Provide basic technical assistance to staff on data entry procedures.
• Support the Quality Improvement (QI) team in conducting chart reviews and compliance checks.
• Collaborate with staff to ensure accurate documentation of services and work closely with them to understand data needs.
• Work with IT and database administrators to troubleshoot data-related issues.
• Participate in meetings, training sessions, and funder audits as needed.
  
  

• Associate’s degree or equivalent in Health Information Management, Data Management, Social Services, Public Health, or a related field required. Bachelor’s degree preferred.
• 1-2 years of experience in data entry, administrative support, or records management, preferably in a healthcare, behavioral health, or nonprofit setting.
• Experience working with HIV/AIDS services, behavioral health, or social services programs is a plus.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and data entry and analysis systems.
• Experience using Electronic Health Records (EHR) systems and funder databases (AIRS, eSHARES, or similar platforms) is preferred.
• Strong understanding of HIPAA compliance, data security, and other confidentiality regulations for mental health and HIV-related services.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Ability to interpret and communicate clinical and social service data to diverse stakeholders
• Strong problem-solving skills and attention to detail.
• Excellent organizational and time-management skills.
• Ability to work independently and collaboratively with program staff.
• Knowledge of HIV prevention, treatment, and care models, including PrEP, U=U, and harm reduction
• Must be able to pass a background check
• Passion for HCC’s mission.