Summary:

The Partnership for People with Disabilities at Virginia Commonwealth University celebrates over 30 years as Virginia’s University Center for Excellence in Developmental Disabilities Research, Training and Dissemination (www.vcu.edu/partnership).

The Partnership is seeking a dynamic person to serve as the Administrative Coordinator and Data Manager for the National Core Indicators (NCI) Aging and Disability and Intellectual and Developmental Disability projects. This is a full-time position that requires candidates to work both in-person at the Partnership’s office located in Central Virginia and to work remotely. The Administrative Coordinator and Data Manager will be supervised by the NCI Project Manager. This position is an Sr. Administrative Coordinator in the General Administration Job Family, Job Code 19035.

Job Duties:

The Administrative Coordinator and Data Manager will provide professional-level coordination of a variety of administrative tasks and oversight of data management. They will be responsible for the day to day coordination of two large, statewide quality assurance data collection projects involving people with disabilities, family members and state level agencies. The NCI projects involve interviewing 3,200 people who use Medicaid waiver funded services provided by the State of Virginia. The Administrative Coordinator and Data Manager will make informed decisions, exercise independent judgment for routine issues, and refer complex matters to the Project Director. They will be the coordinator of administrative duties associated with each survey initiative and will manage the secure collection, oversight and storage of all project data.

The Administrative Coordinator and Data Manager is expected to:

• Utilize their internet service while working remotely for all tasks related to this job.
• Complete all required training (i.e. VCU, NCI-AD, NCI-IDD) in order to successfully complete responsibilities.
• Participate in annual NCI-IDD and NCI-AD and routine funder meetings.
• Follow all Health Insurance Portability and Accountability Act (HIPAA) and other data security measures to ensure privacy and confidentiality standards are met.
• Respond to communication from the NCI Project Manager, NCI team members, and funders in a timely manner.
• Communicate issues the NCI Project Manager immediately.

• Work collaboratively with NCI team members, other Partnership staff and external parties as well as work independently.
  

Administrative Coordination Responsibilities include:

• Serving as primary contact with Community Service Boards and other Medicaid service providers.
• Serving as primary contact with participants, family members and guardians.
• Maintaining NCI research line(s) and responding to inquiries or delegating as necessary.
• Preparing survey materials for printing and disbursement to interviewers.
• Preparing and coordinating the mailing of recruitment letters to participants and legal guardians.
• Managing Virginia NCI website(s).
• Assisting with the creation of interviewer training materials and delivery of training.
• Assisting with the development of project progress reports and annual data infographics.
• Coordinating internal NCI project meetings.
• Overseeing the State of the Workforce (SOTW) survey (as necessary).
• Updating project materials annually as necessitated throughout the project year.

Data Manager Responsibilities:

• Remaining informed of all survey and protocol changes.
• Requesting all Medicaid recipient data and contact information for NCI IDD and AD participants.
• Coordinating data cleaning of all contact information.
• Retrieving additional contact information for interviewers as necessary.
• Uploading contact information into Virginia’s online data management sites.
• Requesting and reviewing background information for all completed surveys.
• Assisting with quality assurance process.
• Overseeing data entry of NCI-AD & NCI-IDD surveys and background information.
• Downloading all necessary materials for data analysis and providing to evaluation team.
• Serving as primary contact for online data management sites.
• Troubleshooting issues online data management sites.
• Formulating management techniques for quality data collection to ensure adequacy, accuracy and legitimacy of data.
• Creating and maintaining organized record systems.
• Overseeing storage of complete surveys and consent data.
• Responding to inquiries about survey data from HSRI and Advancing States.

Required Qualifications:

• Four-year college degree in human services or related field or three years of experience working in the disability services field.
• Proficiency using Google Workspace/Suite products, Email, Excel, Microsoft Office and a personal computer.
• Proven web-based database management skills including the ability to create reports and extract data.
• Demonstrated ability of coordinating large scale data collection efforts.
• Ability to handle confidential and sensitive information appropriately and with discretion.
• Experience with web-based data entry.
• Strong decision making, analytical and problem-solving skills.
• Effective written and oral communication skills, especially via email.
• Experience communicating with disability service providers.
• Self-initiation with the ability to work independently.
• Ability to meet deadlines, organize workload and juggle changing priorities.
• Consistent and reliable access to a phone and internet service.
• Demonstrated ability to work independently with limited supervision and ability to work toward common goals as part of a team.
• Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at VCU.

Preferred Qualification:

• Knowledge and experience with the National Core Indicators in-person and family surveys.
• Working understanding of the structure and function of Community Service Boards (CSBs).
• Knowledge of Virginia’s disability services system (i.e. the Department of Behavioral Health and Developmental Services, Department for Aging and Rehabilitative Services, Department of Medical Assistance Services, Managed Care Organizations, and Long Term Services and Supports).
• Experience with DocuSign, Duo Authentication processes and VPN based applications.
• Working knowledge of virtual meetings platforms, such as Zoom and Google Meet.