The Sophia Way
  • Bellevue, WA, USA
  • 20-24
  • Hourly
  • Full Time

Medical/dental/vision, paid time off, and more.

The Sophia Way's Mission
To help end homelessness for adult women in East King County by providing shelter, case management, life skills training, social services and supportive permanent housing, offering a path from homelessness to stable independent living.

Position Summary: The Information Specialist is responsible for administering all aspects of The Sophia Way's fundraising database processes for donor records, acknowledgments, analysis, and reporting, as well as supporting the Development team with key data needed to execute major fundraising events. This position also oversees client program data collection, reporting, and systems training; the tracking and calendering of contractual data requirements; and tracking and providing as needed all grant and contract reporting functions. The Information Specialist is an essential part of ensuring the ongoing funding support and donor retention for The Sophia Way and is vital to daily operations and planning.

Essential duties include, but are not limited to:

  • Leads the effort to identify trends and opportunities, providing leadership staff with data-driven information to inform decision making
  • Works with key stakeholders to develop reports for specific data needs around grant applications, program and client demographics, budgeting, donor campaign strategy, KPIs, and more
  • Creates and ensures the highest level of integrity for both donor and client data, ensuring the best possible information,  reporting, and analysis is available to enable the strategic budgeting and planning processes for all aspects of the organization
  • Ensures the accurate and timely processing of gifts into the donor database; responsible for all database maintenance and administration including donor coding, automatic thank yous, record maintenance, reporting, duplicate record merging, system function, clean-up tasks, as well as security and quality control audits for all received gifts
  • Establishes and executes training processes on all data-related donor and client systems, ensuring all data collection is thorough, consistent, accurate, and optimized and all database users are trained in best practices; trains key staff on reporting functions of data systems (as applicable)
  • Performs, develops, and refines the processes to gather, track, and analyze data from the donor and client databases; provides accurate and on-time reporting as required for both internal and external needs
  • Ensures that systems are in place to produce timely information for compliance requirements for all grants and contracts, public and private; tracks due dates and coordinates collection of all required information from managers
  • Coordinates data reporting for external constituents based on established reporting plans and timelines, including adding data to reporting templates, managing reporting deadlines, and working with other stakeholders to ensure accuracy and validity of  information
  • Facilitates the implementation of data-driven communications, working with members of the Development team to create donor lists for mailings, recognition, thank yous, targeted campaigns, event communications, promotional materials, and more; coordinates mail merges, personalizations, and other data extracts as requested by the team
  • Oversees all agency-reported data for King County's HMIS (Homeless Management Information System) to ensure information is complete and accurate; attends all required HMIS trainings and meetings and ensures compliance for all system users
  • Assists program managers with maintenance of client data to ensure accuracy per agency and contract requirements
  • Collaborates with the Finance team to ensure gift, grant, and other revenue is recognized correctly and is compliant with accounting best practices; assists with reconciling financial data between the accounting and donor databases
  • Works with Finance team to produce required reporting and invoicing for all government contracts by required deadlines
  • Coordinates and tracks all special event logistics, including registration tracking, event revenue reporting, and more; assists with revenue collections and tracking at special events
  • Assists with the creation and organization of process guidelines and workflows to provide a central location for all employees to reference for guidance

Educational Qualifications: Bachelor's degree in management information systems, statistics, or another relevant technical area and at least one year of related professional experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed above.

Position Qualifications:

  • Proven experience in working with large/diverse data sets to provide analysis and reporting.
  • Proven experience managing system implementation.
  • Demonstrated ability to work effectively in teams and create effective and engaged cross-team alignments.
  • Demonstrated familiarity with standard office administrative practices and procedures, including the proficient use of standard office equipment and general records management principles and practices.
  • Demonstrated proficiency with Google and Microsoft Office suite.
  • Superior Excel skills, including vlookups, complex if statements, and pivot tables; must be able to create data visualizations and maintain functional Excel dashboards for use by other staff.
  • Ability to use scripting languages such as Python is a plus.
  • Ability to use Tableau for data visualizations is a plus.
  • Demonstrated ability to learn, understand, and utilize computer applications related to the organization, such as Raiser's Edge, HMIS, and more.
  • Demonstrated proficiency with business arithmetic and basic statistical techniques.
  • Outstanding attention to detail.
  • Commitment to maintain confidentiality and a high degree of accuracy.
  • Ability to take initiative and use independent judgment within established policy and procedural guidelines.
  • Strong self-motivation and independence in carrying out responsibilities, organizing and prioritizing multiple tasks, and meeting deadlines.
  • Excellent interpersonal, presentation, relationship-building, and communication skills - both written and verbal - which transcend diverse audiences.
  • Demonstrated ability to provide consistent, high-quality professional services to a wide variety of internal and external constituents.
  • Demonstrated ability to maintain a professional demeanor, especially while working in a fast-paced environment of constant demands and frequent interruptions.
  • Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment, spirit of cooperation, and positive reactions to change and conflict resolution.
  • Deep knowledge, appreciation for, and understanding of the Sophia Way's mission, vision, and programs.
  • Ability to embody the community-oriented spirit of the Sophia Way to both internal and external constituents.

Physical Requirements: Long periods of being in a stationary position; operating a computer and other office equipment; occasionally ascending/descending stairs; frequently communicating by phone and email; frequently remaining in a stationary position during meetings, discerning meeting content, expressing oneself, and exchanging accurate information; occasionally moving to/from off-site meeting and/or event locations; occasionally moves supplies and/or equipment weighing up to 25 pounds.

Working Conditions: Primary location in typical business office environment, with occasional meetings and event attendance at a variety of off-site locations.

The Sophia Way is an Equal Employment Opportunity Employer and does not discriminate and is open to all qualified candidates, regardless of race, color, gender, sexual orientation, religion or national origin. We also willingly comply with laws that govern age discrimination, equal pay and sexual harassment.

Full Job Description
The Sophia Way
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