Program Database Coordinator

Program Database Coordinator- Remote

$44,000

Hybrid. Must be located in one of the following states:  Ohio, Indiana, Maryland, Missouri, Kentucky or Arizona. 

Position Overview

The Program Database Coordinator plays a vital role in ensuring that Foster Success delivers accurate, timely, and meaningful program reporting at the state level. Reporting to the Database Manager, the Program Database Coordinator is responsible for data entry, grants reporting support, internal program application processing, and impact documentation in Salesforce and related systems. This role helps ensure staff are freed to focus on direct youth engagement by handling the backend processes that demonstrate outcomes, maintain compliance, ensure timely funding of program participants, and support national storytelling. This role does not process payments and has little-to-no direct communication with young people regarding program benefits.

Primary Responsibilities

50% Data Entry and Reporting

• Enter and maintain accurate participant and program data in Salesforce and other required systems.

• Process applications, documentation, and student eligibility for the Education & Training Voucher.

• Track and report key metrics related to youth engagement, program delivery, and outcomes.

• Ensure Salesforce reflects the full lifecycle of program benefits for reporting and compliance purposes.

• Coordinate across teams to ensure timely and accurate documentation of completed disbursements.

• Conduct routine data quality checks to ensure accuracy, completeness, and consistency of program records.

• Should we add anything here related to Routable and supporting that process?

30% Program and State Support

• Ensure consistency in data collection methods across programs throughout all states.

• Support staff in understanding data processes and deadlines, serving as a resource for basic systems or reporting questions.

• Escalate recurring data issues or systemic barriers to the Database Manager for resolution.

• Monitor ETV applications for completeness and documentation status and flag missing or incomplete items for program staff follow-up.

• Create and monitor direct deposit accounts utilized in program implementation.

20% Systems and Compliance

• Ensure adherence to data integrity standards, privacy requirements, and organizational policies.

• Assist with Salesforce optimization by providing user feedback and identifying opportunities to streamline workflows.

• Maintain organized, auditable records to support compliance with grant and state-level reporting requirements.

Competencies

Candidates will be evaluated on the following competencies during the selection process, reflecting our values of Equity & Inclusion, Innovation, Impact, and Collaboration:

Data Accuracy & Attention to Detail  Maintains high standards for data accuracy, completeness, and consistency across Salesforce and related systems. Regularly reviews records to ensure information is reliable, audit-ready, and aligned with organizational standards.

Organization & Deadline Management  Effectively manages multiple reporting timelines, documentation requirements, and recurring deadlines. Demonstrates strong planning and follow-through to ensure timely, accurate reporting without disruption to program operations.

Systems Thinking & Process Adherence  Understands how data flows across programs, states, and systems and follows established processes to ensure consistency and compliance. Identifies opportunities to strengthen workflows and communicates recommendations.

Collaboration & Internal Customer Service  Builds positive, responsive working relationships with program, state, and national staff. Serves as a reliable internal resource for system and reporting questions, providing clear guidance and support.

Commitment to Equity and Responsible Data Use  Approaches data collection and documentation with care, recognizing the responsibility to reflect young people’s experiences accurately and respectfully. Upholds confidentiality, privacy, and equity principles in all data-related work.

Position Qualifications

• Associate or Bachelor’s degree in social sciences, public administration, data management, or related field preferred; equivalent experience considered.

• 1-3 years of experience in data entry, program administration, or grants reporting (nonprofit or youth-serving organization experience strongly preferred).

• Familiarity with Salesforce or other CRM/data management systems required.

• Strong attention to detail and organizational skills, with the ability to manage multiple reporting deadlines.

• Effective written and verbal communication skills, including the ability to translate data into plain language.

• Commitment to equity, inclusion, and ensuring youth voice informs program evaluation and reporting.

All Foster Success employees are required to:

• Display a strong commitment to the inclusion of all individuals in the workplace.

• Adhere to all policies and procedures outlined in Foster Success Employment agreements and the organizational Handbook, including all confidentiality requirements for all client information.

• Work a flexible schedule that includes some weekends and evenings to meet program goals. 

• Travel occasionally to the Indianapolis headquarters.

• Have reliable transportation for work-related travel, which may include access to a personal vehicle, public transit, rideshare, or rental options as needed.

• Demonstrate proficiency in computer skills and experience with and knowledge of relevant software, particularly Salesforce, Zoom, Google, and Microsoft Products.

• Complete and pass a background check and undergo fingerprint screening.