What are the responsibilities and job description for the Data Specialist position at Xiente?
Description:
GENERAL SUMMARY OF THE POSITION: The OST Data Specialist plays a vital role in ensuring OST programs run with accuracy, integrity, and impact. This position transforms data into meaningful insight that strengthens program quality, supports Site Directors, and helps ensure every youth receives high-quality, well-documented services. Ideal for a detail-oriented and mission-driven professional, this role uses data as a powerful tool to advance student success and long-term economic mobility.
Primary Responsibilities/ Tasks:
1. Data Management & Accuracy
a. Monitor and maintain all OST program data across designated systems (Cityspan,
Salesforce, and internal databases).
b. Ensure data integrity, accuracy, and timeliness for attendance, enrollment, outcomes
tracking, and compliance reporting.
2. Attendance & Enrollment Monitoring
a. Track daily attendance and enrollment data across all OST sites.
b. Monitor compliance with the 85% average daily attendance requirement and 100% full
enrollment.
c. Identify attendance and enrollment trends and flag concerns to Site Directors and the
Director of Compliance
d. Support corrective action planning for sites not meeting attendance or enrollment
benchmarks.
e. Collaborate with OST Site Directors to review and verify the accuracy of monthly
attendance records.
f. Submit finalized monthly attendance reports to the Finance Department by the 5th of
each month for invoicing.
3. Compliance & Quality Assurance
a. Conduct regular audits of enrollment, attendance, and documentation to ensure
alignment with OST SOPs, funder requirements, and regulatory standards.
b. Support internal quality assurance processes by identifying compliance gaps and
recommending improvements.
c. Prepare data and documentation for monitoring visits, audits, and program reviews.
d. Participate in external audits as needed.
4. Reporting & Performance Tracking
a. Generate weekly and monthly reports on:
i. Attendance and enrollment trends
ii. SAYO and APTOS indicators
iii. Program performance metrics
b. Share data insights with Site Directors to support instructional and programmatic decision-making. c. Collaborate with leadership to analyze outcomes and support continuous improvement planning. d. Track funder requirements, reporting timelines, and key compliance deadlines for all OST programs.
5. Training & Staff Support a. Provide guidance and support to Site Directors on data entry processes, reporting requirements, and system best practices. b. Support training efforts related to data accuracy and compliance expectations.
6. Collaboration & Communication
a. Work closely with OST Site Directors to ensure alignment between program implementation and data reporting.
b. Serve as a key liaison supporting program accountability and operational excellence.
c. Proactively remind Site Directors of upcoming meetings, trainings, deliverables, and compliance deadlines.
d. Follow up to ensure completion of required documentation and timely submission of reports.
7. Complete any other duties as assigned by the Director of Compliance.
Requirements:
? Highschool Diploma or Equivalent (Associates degree preferred).
? Minimum of 2 years' experience in data entry or a related field.
? Strong attention to detail and accuracy.
? Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and database management
systems.
? Excellent organizational and time management skills.
Ï Strong communication and interpersonal skills. Ï Ability to work independently and as part of a team. ? Ability to travel between OST sites as needed. Ï Flexibility to work occasional evenings or weekends for special events or reporting deadlines. ? Ability to analyze and use data to inform decision-making. ? Intermediate to advanced computer skills, internet, and e-mail. ? Ability to secure clearance for PA Child Abuse, PA Criminal History, FBI, and National Sex Offenders Clearance (required). ? Possess or ability to secure a Driver’s License and insurance (preferred). ? Ability to secure health clearances every two years and TB once (required). ? Proficiency in Excel, Powe point and Microsoft Office, Salesforce. ? Bilingual Spanish/English or another universal language preferred.
GENERAL SUMMARY OF THE POSITION: The OST Data Specialist plays a vital role in ensuring OST programs run with accuracy, integrity, and impact. This position transforms data into meaningful insight that strengthens program quality, supports Site Directors, and helps ensure every youth receives high-quality, well-documented services. Ideal for a detail-oriented and mission-driven professional, this role uses data as a powerful tool to advance student success and long-term economic mobility.
Primary Responsibilities/ Tasks:
1. Data Management & Accuracy
a. Monitor and maintain all OST program data across designated systems (Cityspan,
Salesforce, and internal databases).
b. Ensure data integrity, accuracy, and timeliness for attendance, enrollment, outcomes
tracking, and compliance reporting.
2. Attendance & Enrollment Monitoring
a. Track daily attendance and enrollment data across all OST sites.
b. Monitor compliance with the 85% average daily attendance requirement and 100% full
enrollment.
c. Identify attendance and enrollment trends and flag concerns to Site Directors and the
Director of Compliance
d. Support corrective action planning for sites not meeting attendance or enrollment
benchmarks.
e. Collaborate with OST Site Directors to review and verify the accuracy of monthly
attendance records.
f. Submit finalized monthly attendance reports to the Finance Department by the 5th of
each month for invoicing.
3. Compliance & Quality Assurance
a. Conduct regular audits of enrollment, attendance, and documentation to ensure
alignment with OST SOPs, funder requirements, and regulatory standards.
b. Support internal quality assurance processes by identifying compliance gaps and
recommending improvements.
c. Prepare data and documentation for monitoring visits, audits, and program reviews.
d. Participate in external audits as needed.
4. Reporting & Performance Tracking
a. Generate weekly and monthly reports on:
i. Attendance and enrollment trends
ii. SAYO and APTOS indicators
iii. Program performance metrics
b. Share data insights with Site Directors to support instructional and programmatic decision-making. c. Collaborate with leadership to analyze outcomes and support continuous improvement planning. d. Track funder requirements, reporting timelines, and key compliance deadlines for all OST programs.
5. Training & Staff Support a. Provide guidance and support to Site Directors on data entry processes, reporting requirements, and system best practices. b. Support training efforts related to data accuracy and compliance expectations.
6. Collaboration & Communication
a. Work closely with OST Site Directors to ensure alignment between program implementation and data reporting.
b. Serve as a key liaison supporting program accountability and operational excellence.
c. Proactively remind Site Directors of upcoming meetings, trainings, deliverables, and compliance deadlines.
d. Follow up to ensure completion of required documentation and timely submission of reports.
7. Complete any other duties as assigned by the Director of Compliance.
Requirements:
? Highschool Diploma or Equivalent (Associates degree preferred).
? Minimum of 2 years' experience in data entry or a related field.
? Strong attention to detail and accuracy.
? Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and database management
systems.
? Excellent organizational and time management skills.
Ï Strong communication and interpersonal skills. Ï Ability to work independently and as part of a team. ? Ability to travel between OST sites as needed. Ï Flexibility to work occasional evenings or weekends for special events or reporting deadlines. ? Ability to analyze and use data to inform decision-making. ? Intermediate to advanced computer skills, internet, and e-mail. ? Ability to secure clearance for PA Child Abuse, PA Criminal History, FBI, and National Sex Offenders Clearance (required). ? Possess or ability to secure a Driver’s License and insurance (preferred). ? Ability to secure health clearances every two years and TB once (required). ? Proficiency in Excel, Powe point and Microsoft Office, Salesforce. ? Bilingual Spanish/English or another universal language preferred.
Salary : $18