Director of Data and Systems

About Us

Big Brothers Big Sisters of the Bay Area (BBBSBA) envisions a world where all youth achieve their full potential. Our mission is to create and support one-to-one mentoring relationships that ignite the power and promise of youth across the nine Bay Area counties. Our evidence-based approach has proven to be successful for over 100 years nationally and over 65 years locally. Join our team at BBBSBA to make a lasting impact on the lives of young people, families, and mentors in our community!

Role Overview

The Director of Data & Systems is essential to the BBBS evidence-based mentorship program, as the primary function is to develop forms, reports, dashboards and auditing materials to ensure we’re delivering impactful services aligned with national standards, and agency and grant goals. Reporting to the VP Program Impact & Innovation, with a dotted line to the VP of Development & Advancement and VP of Finance & Operations, they support the entire agency to implement best practices from other BBBS agencies to strengthen BBBSBA’s ability to use data effectively to drive decision-making and impact. This role will support the entire agency with monitoring and evaluation learning, working towards efficient, accurate, and impactful data collection, storytelling, and reporting. The ideal candidate for this role likes to take initiative to improve upon existing data management systems and teach others how to use data in their day-to-day work, and will liaise with and manage various technology contractors as needed.

Key Responsibilities

Data & Systems Operations (50%)

• Work with program management to ensure compliance with Big Brothers Big Sisters of America (BBBSA) Service Delivery Model Standards and required procedures set by BBBS America and Bay Area and other expectations outlined in grant and funding requirements. Provide oversight of data management in a way that supports success and maximum efficiency while adhering to privacy and other data standards
• Manage program databases and supporting technology systems utilized by the team, ensuring the effective, efficient and safe delivery of services to the agency’s clients, partners and community.
  • Monitor Matchforce (our programmatic Salesforce platform) dashboards daily to maintain queues at a reasonable amount of inquiries as set by the agency and overall National Standard Delivery Model.
  • Responsible for executing day-to-day configuration, support, usage, maintenance and improvement of Matchforce and all associated integrations.
  • Assist in the training of new users and grow technical skills across the organization
  • Handle all basic administrative functions including user account maintenance, reports and dashboards, workflows, and other routine tasks.
  • Support program and development teams to maintain accurate and up to date records in Salesforce - staying abreast of new features and announcements from BBBS America, and providing resources, training, and auditing across teams.
  • Document recurring processes and procedures.
• Work with the development team and agency leadership to lead the ongoing development of our local Salesforce instance for fundraising data management, improving processes and adoption using the Salesforce platform and working closely with agency leaders and subject matter experts to identify, develop, and deploy new business processes. This role is part technical project manager, part administrator, and part Salesforce analyst. They also will be responsible for executing day-to-day configuration, support, usage, maintenance and improvement of our CRM platform and all associated integrations as well as advising the team by providing guidance, support, and training.
• Work closely with agency leaders to identify, develop, and deploy new technologies to create efficiencies and continuous improvement.
  • Develop and support automation and systems integration to increase efficiency and reduce duplicative efforts while maintaining data integrity and security and enhancing user experience.
  • Liaise with contractors to provide additional expertise into AI, Form Assembly, and automation projects to improve efficiency.

Data Analysis & Evaluation (25%)

• Support the Executive Team with data gathering, research design, data analysis, and reporting for evaluation projects, including grant reporting, within a Results-Based Accountability Framework.
• Manage agency program data in all systems, assisting to interpret or pull data as-needed, develop new processes to track new data, and collaborate with leadership on how to most effectively use existing data
• Document data analysis processes and coding for clean and reproducible analyses.
• Assist in development and administration of surveys, integrate and analyze response data, supporting the team to achieve higher response rates.
• Review and analyze program outcome data to demonstrate effectiveness, suggest areas of potential improvement.
• Responsible for supplying programmatic data in grant reporting.
• Support in preparing presentations to the board of directors and other stakeholders to contribute to data-informed decision-making.

Collaboration, Learning & Development (25%)

• Support cohesion of agency leadership by supporting team leaders and members to make consistent and progressive steps toward organizational and programmatic consistency and sustainability; proactively recommend and drive improvements as necessary; and support with developing and maintaining an organizational technology roadmap.
• Coordinate with Program leadership to develop and improve upon dashboards and database workflows that monitor program delivery to ensure quality services and safety of children.
• Coordinate with the Marketing team to enhance ability to pull communications lists across databases and utilize key marketing metrics (click rates, web traffic, conversions, etc.) to drive decision-making and innovation.
• Actively participate in national or other professional committees or task forces as relevant to learn from other agencies and surface “best practices” that can be integrated into nationwide models for replication and investments.

Miscellaneous

• Backup for Google Workspace administration and other technology functions.
• Other duties as assigned – including but not limited to assisting with organizational events, community meetings, match events, fundraising events, donor site visits.

Core Competencies

• Data & Information Systems Savvy: Quick learner for new technology systems - comfortable troubleshooting database/systems/software/hardware or other technical issues in a timely manner. Able to efficiently generate reports and Dashboards in Salesforce and Google Sheets to analyze large volumes of data to translate into practical plans with attention to fidelity, detail, and usability for various audiences (ex. Internal program team, external grant reports).
• Project Management: Plans, organizes, and leads projects and integrations efficiently, demonstrating critical thinking, self-management, and vision. Looks for opportunities for synergy across workflows, making timely, sound decisions and anticipating trends. Effectively manages workload to adapt to time sensitive and competing demands
• Quality & Adaptability: Strives for excellence and continuous improvement. Adapts to change, builds rapport, shows resilience, and identifies trends, roadblocks, and opportunities to support the team to operate more impactfully.
• Communication & Collaboration: Upholds ethical values, maintains confidentiality, and builds trust. Communicates effectively across diverse audiences, actively listening and seeking input, critically evaluating information from multiple sources to reconcile conflicts, and distinguishing user requests from underlying true needs to integrate and implement changes smoothly, keeping others adequately informed along the way.

Required Qualifications

• Bachelor’s Degree or equivalent relevant experience
• Experience as a Salesforce administrator, skilled at report and dashboard creation
• Advanced spreadsheet skills (Google Sheets and Excel)
• Experience with APIs and integration tools like Zapier
• Experience with FormAssembly or other online form or survey tools
• Knowledge of and experience with responsible and effective Artificial Intelligence (AI) implementation (especially use of Gemini)
• Proven track record abiding by data privacy practices (ex. FERPA, HIPAA)
• Proven ability to design and implement new processes and facilitate user adoption
• Creative and analytical thinker with strong problem-solving skills
• Resourceful and flexible self-starter who takes initiative and stays current with the latest data analytics techniques, tools, and industry trends to keep practices fresh and effective
• Excellent time management and attention to detail, must work independently to manage multiple projects and meet deadlines
• Excellent written and verbal communication skills
• Proficiency in Google Workspace, Microsoft Office
• Value Diversity - Able to seek out and work effectively with others who have diverse perspectives, talents, backgrounds, and/or styles; contribute to a team climate in which differences are valued and supported
• Ability to serve as part of a team and to represent the organization with a high degree of professionalism and integrity
• Passion for the mission of BBBS Bay Area

Preferred Qualifications

• Saleforce.com Admin (ADM201 and ADM211) certified preferred
• Experience with utilizing PowerBI
• Knowledge of Dialpad, AI and Acuity Scheduling
• Experience with mixed-methods data analysis, survey and research design and implementation, data visualization, and translation to diverse audiences
• Familiarity with grant reporting
• Knowledge of youth-service programs
• Familiarity with multiple Bay Area counties within our footprint (Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa Clara, Solano & Sonoma Counties)

Our Values

Our values guide us every step of the way: Connection, Adaptive Growth, Resourcefulness, Empathy, and Safety. We bring together people who might never have met otherwise, forging bonds that change lives. We embrace challenges with flexibility and creativity. We lead with compassion. We prioritize safety. We work tirelessly to break down barriers so that every young person has access to the brighter future they deserve.

Equal Employment Opportunity

BBBSBA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental handicap or disability.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Health Insurance

Dental Insurance

Vision Insurance

403(b) Plan

Supplemental Insurance Options

Employee Assistance Plan

Paid Time Off

Holidays

Life Insurance