Administrative & Data Analytics Coordinator

at  Society of St Vincent de Paul

JOB SUMMARY

The Administrative & Data Analytics Coordinator will support functions of the Society of St. Vincent de Paul – Madison by developing and accessing metrics to evaluate each department/unit. The coordinator will work closely with SVdP departments, including stores, client service programs, human resources, membership, and executive leadership to analyze programs and develop internal and external tools for growth and improvement. This employee must be highly meticulous, efficient, organized, and possess strong time management skills with the ability to work effectively in a team and within a diverse group of people.

QUALIFICATIONS & KEYS TO SUCCESS

This position requires frequent communication and assistance among numerous departments. Therefore, this individual must:

• Be able to exercise superior judgment skills with the ability to work independently, manage multiple projects despite interruptions and can adapt to ever-changing needs and priorities.
• Possess the ability to solve a variety of problems of moderate scope and complexity and contribute to projects and goals.
• Be able to function in a professional business environment, have strong professional communication skills and can provide a high level of confidentiality.
• Have strong organizational skills and be able to set priorities and meet deadlines.
• Demonstrate the ability to communicate and effectively interact with people across cultures, ranges of ability, ethnicities, and races. OR display a willingness to communicate and interact effectively with individuals from diverse cultures, varying abilities, ethnicities, and races.
• Demonstrate the implementation of best practices as required by the SVdP Safeguarding policy when interacting with children and vulnerable adults.
• For the safety of the clients SVdP serves and as per the Safeguarding Policy, this position requires the successful completion of a criminal background check.

ESSENTIAL REQUIREMENTS

• Experience with Counterpoint or similar POS system
• Experience with retail operations
• Advanced proficiency with MS Excel
• At least intermediate proficiency with MS Word, PowerPoint, Google Suite, and related apps
• Proven analytics skills including research and evaluation
• Ability to understand trends in data, visualize their impact, and assist Directors and other leaders to use data to support growth and improve processes and/or performance
• Excellent writing skills including reports and presentations
• Proficient Excel skills with aptitude for learning other tools for analysis
• Strong database skills, including developing queries and providing reports for Directors, the Board, or other stakeholders
• Demonstrated success working in a collaborative, team-oriented environment
• Continual learner, willing to seek out additional opportunities to gain experience knowledge and skills. Must have the ability to manage deadline pressures well, planning and fulfilling responsibilities with minimal direction.

PHYSICAL AND MENTAL REQUIREMENTS

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. While performing the duties of this job:

• The employee must be able to follow instructions and work autonomously on assigned job duties
• The employee must have a valid driver’s license
• While performing the duties of this job, the employee is often required to sit, talk and/or hear, and/or use hands to type, handle, or touch objects, tools, or controls. The employee must occasionally lift and/or move up to 20 pounds while moving files or small packages. The employee may have to drive to varying locations to meet with staff and/or partners. Specific vision abilities required by this job include close vision and the ability to adjust focus. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.
The Thrift store and Processing Center working environment may contain dust, debris or allergens commonly associated with all manner of pre-owned clothing, furniture and household goods. Certain areas of the facilities are only partially climate controlled.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary Duties – Stores and Processing

• Develop and maintain project performance database that tracks production and sales progress using and creating reports through Counterpoint
• Develop analyses and documentation in a collaborative way, communicating effectively with management and directors
• Evaluate, analyze, and communicate system requirements on a continuous basis and maintain systems processes including the delivery of status reports monthly to appropriate parties
• Documentation and tracking of staff department meetings
• Take an active role in the monthly Retail Operations Meetings (OPS) and provide insight, reports and feedback to store managers and Directors
• Produce and distribute correspondence letters, forms, and announcements for Directors
• Assists SDRO/ADRO with developing annual budget for sales and recycling programs
• Finalize monthly sales spreadsheets, provide necessary reports for executive meetings
• Create retail data analytics reports such as Sales Per Man Hour (SPMH) and perform a variety of data entry tasks, creating and compiling other spreadsheets. Format information for internal and external communications
• Create, schedule, organize and distribute agendas for OPS and other committee meetings and events, both internally and externally, and providing reports as needed
• Provide administrative assistance, such as writing and editing emails, drafting memos, and preparing communications on the Directors behalf.

Other Primary Duties – Client Services, Human Resources, Membership & Executive Leadership

• Develop tools & systems to capture more comprehensive and reliable client demographics across programs
• Microlending and housing support –Create short-term and long-term program metrics to assess program effectiveness, and measure wellbeing of program users
• Pharmacy – Provide support for inventory management, understanding unmet community needs, other data use to improve efficiency and reduce waste
• Fund Development – Grow expertise in Raiser’s Edge to support donor segmentation and other development strategies
• New initiatives – Conduct background research to help determine viable and meaningful programs
• Volunteer support analysis as requested
• Conduct analysis and provide reporting as requested for
• Establishing and measurement of goals related to members
• Help promote continuous quality improvement across the organization
• Forecast future organizational and/or community needs
• Support the effort to create a more inclusive and equitable organization. Participate in an atmosphere of teamwork and collaboration, listening, fostering dialogue, and facilitating joint problem solving while supporting an inclusive and equitable organization.
• Adhere to the Safeguarding Policy by ensuring timely completion of mandatory training, staying updated on relevant training modules, and undergoing the necessary background checks to maintain compliance.

The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. While performing the duties of this job:

• The employee must be able to follow instructions and work autonomously on assigned job duties
• The employee must have a valid driver’s license
• While performing the duties of this job, the employee is often required to sit, talk and/or hear, and/or use hands to type, handle, or touch objects, tools, or controls. The employee must occasionally lift and/or move up to 20 pounds while moving files or small packages. The employee may have to drive to varying locations to meet with staff and/or partners. Specific vision abilities required by this job include close vision and the ability to adjust focus. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position