Agency Data Compliance Manager

OUR MISSION

The Family Place empowers survivors of family violence by providing safe housing, counseling, and skills that create independence while building community engagement and advocating for social change to stop family violence.

Position Summary:

In this position, you are responsible for overseeing the agency's program data systems to ensure compliance with federal, state, and local regulations, with a focus on laws about domestic violence services, data privacy, and nonprofit governance. You are also responsible for implementing data security measures, maintaining data integrity, and ensuring accurate and compliant reporting across all departments. Overseeing the collection, analysis, and reconciliation of statistical data used for decision-making, grant reporting, and program evaluation. Collaborating with leadership, IT, grant administrators, and program teams to manage sensitive client information, validate program statistics, and ensure the accuracy of outcomes and performance measures.

When you take on this role, you will play a crucial part in strengthening The Family Place's mission to empower survivors of family violence by ensuring the integrity, security, and accuracy of our data. As the Agency Data Compliance Manager, your work will ensure that sensitive client information is protected, program outcomes are accurately measured, and reporting meets all compliance and funding requirements. By maintaining reliable data systems and supporting evidence-based decision-making, you will help the agency demonstrate impact, improve services, and secure the resources needed to continue providing safety, healing, and hope for survivors and their families.

Key Responsibilities:

• Regulate data management policies and procedures to ensure adherence to relevant regulations, such as HIPAA, FERPA, and state data privacy laws, governing the collection, storage, and sharing of client statistical data and organizational information.
• Supervise data usage across the agency to ensure alignment with confidentiality, data protection, and privacy laws, with a particular emphasis on safeguarding sensitive client information in domestic violence cases.
• Evaluate current data practices to identify potential risks or system usage, providing recommendations for necessary corrective actions.
• Monthly data collection and reconciliation of the various internal dashboards, including Finance, HR, Programs, etc.

Database Security & Confidentiality

• Support the agency's efforts to maintain performance data security, ensuring the confidentiality, integrity, and availability of the program database and sensitive client information.
• Collaborate with IT and system users to satisfy program data, access controls, and secure storage that align with agency and regulatory requirements.
• Ensure the client database is updated, properly operating, and maintains compliance.

Risk Assessment & Audits

• Perform routine internal monitoring of the client database and risk assessments to verify adherence to grant requirements, internal policies, and external regulatory requirements.
• Detect vulnerabilities and potential risks within the client database systems and collaborate with compliance-appropriate teams to execute effective mitigation strategies.
• Support preparations for internal and external reporting and compliance by ensuring all required statistical information is organized and accessible.

Compliance Reporting & Documentation

• Collaborate with the program directors, grants department, and senior leadership team to prepare, review, and submit regular compliance reports as required.
• Keep comprehensive and accurate records of client database compliance activities, including audits, assessments, and training sessions.
• Work with the compliance director to ensure that database compliance policies, standards, and procedures are thoroughly documented and readily available for internal use and evaluations.

Incident Management

• Address data-related matters and non-compliance issues by coordinating thorough investigations and ensuring the implementation of appropriate corrective actions.
• Coordinate with the compliance director to execute strategy response plans for client database-related issues and necessary training to ensure that staff is adequately trained on the procedures.

Training & Education

• Deliver training to educate staff on appropriate data entry and handling practices, security measures, and compliance protocols.
• Design course modules that enforce staff's understanding of their roles in the usage and safeguarding of client data confidentiality.
• Conduct continuous education and training for program staff regarding updates to data compliance regulations and emerging best practices.

Collaboration & Support

• Partner with IT, the leadership team, and the program staff to enforce compliance requirements regarding the usage of database systems and workflows effectively.
• Function as a point of contact for program staff and the leadership team seeking guidance on data compliance matters.
• Work together with the compliance director to ensure that data compliance initiatives align seamlessly with the organization's overall compliance strategy.

Other Duties:

Performs other job-related duties as assigned.

Qualifications:

• Bachelor's degree in Business Administration, Information Technology, Computer Science, Data Management, or a related field.
• Minimum of 2 years' experience in data management, database administration, or compliance roles, with a focus on data security, privacy, and regulatory compliance. Experience in nonprofit or social services organizations, especially those focused on domestic violence, is a plus.
• Experience working in a nonprofit setting, particularly in social services, health services, or domestic violence advocacy.
• Proficiency in working with Apricot software system.
• Familiarity with common compliance software and tools for data auditing and reporting.
• Experience working with case management systems.
• Knowledge of data privacy, compliance, or information security.

Licenses and Certifications:

Valid Texas Driver's License and a clear driving record.

Knowledge, Skills, and Abilities:

• Understanding of data protection laws and regulations (e.g., HIPAA, and other state-specific privacy laws).
• Familiarity with the client services database and Microsoft Office. Familiarity with data management systems (e.g., SQL, NoSQL, Microsoft Access) and data encryption/security practices preferred.
• Strong understanding of program services, risk management principles, and compliance monitoring.
• Strong analytical and problem-solving skills, with the ability to identify compliance-related issues and develop effective solutions.
• Detail-oriented with excellent organizational skills.
• Ability to communicate complex technical issues in a clear, understandable manner to non-technical staff.
• Strong collaboration and excellent people skills, ability to work across teams, and manage multiple priorities.
• Ability to train and design course modules that enforce staff's understanding of their roles in the usage and safeguarding of client data confidentiality.

Mental and Physical Duties:

Ability to sit, work on a computer, and answer phones at least 8 hours per day; ability to lift up to 35 pounds and stand, walk, stoop, speak, and listen; ability to drive agency vehicle and follow driving laws and keep passengers safe.

Working Conditions:

• This position requires occasional travel for training and internal monitoring or compliance assessments.
• Ability to work flexible hours as needed.
• Ability to manage sensitive and confidential information with discretion and professionalism.
• Ability to work under pressure and manage competing priorities while ensuring usage and compliance standards are met.
• Comfort working in a sensitive, emotionally charged environment that addresses issues of domestic violence.

More About US:

At The Family Place, we embrace and live our values: TEAM

• Together: We believe that collaboration is key to our success. Foster a supportive environment, build trust, act with integrity, and expect transparent communication.
• Excellence: We are known for our compassion and commitment to excellence, acting with urgency, and advocating for our clients and community.
• Accountable: Responsible for our actions and decisions. We accept responsibility rather than blame others. Builds relationships to drive results.
• Mission-Focused: Clients come first. Service is our passion, experienced with empathy and compassion.

What We Offer:

• Competitive salary
• Health, dental, and vision insurance
• Agency-paid short-term disability (60% salary replacement up to 11 weeks)
• Multiple Life, AD&D, and Hospitalization in life insurance options
• Retirement options through: 403b, agency matching, and HAS accounts
• Generous paid time off and holidays
• Professional development opportunities
• Benefits referenced above for Full-Time employees

This job description is not intended to be all-inclusive. The Family Place reserves the right to revise or change job duties as the need arises. This job description does not constitute a written or implied contract of employment. Employment at will.