Database Administrator - Homeward Trust Edmonton

Database Administrator
Updated Position Description: 11/2014
About Homeward Trust Edmonton
Homeward Trust Edmonton (HTE) is a community-based, comprehensive housing organization that provides
leadership and resources towards ending homelessness in Edmonton. We fulfill our mandate by leading
initiatives and programs, engaging community stakeholders and partners, conducting research, creating
awareness and funding housing and support projects. As the designated Community Based Organization for
both the Province of Alberta and the Federal Government of Canada, and the Management Body
responsible for implementing “A Place to Call Home”, the City of Edmonton’s 10 Year Plan to End
Homelessness, the organization is responsible for planning with the community and administering public
funding for housing and homelessness accordingly.
A dynamic work environment with high-energy, dedicated and passionate people, Homeward Trust
identifies the gaps and priorities of the community with respect to the continuum of housing, support
services and other needs. Based upon those needs, HTE consolidates and leverages public, not for profit and
private sector funding to support those initiatives. In the process HTE instills a high degree of accountability,
promotes community awareness of housing and homelessness issues, and provides central administration
to programs as necessary and appropriate. In addition, Homeward Trust funds formal research projects and
liaises with leading thinkers and practitioners in housing and homelessness from across Canada.
Position Summary
Efforts to Outcomes™ (ETO) and is a comprehensive case management and data collection system that
serves as Homeward Trust’s primary database tool as part of our integrated Homelessness Management
Information System (HMIS). We have a team of two Database Administrators on staff, providing primary
technical, administration, reporting and user interface support of the ETO system.
The Database Administrator is responsible for administration, reporting, training and user support to ensure
the proper use of ETO by our staff and agencies to ensure timely and complete collection of client data, and
to enable generation of accurate status and progress reports on a regular and ad hoc basis. The Database
Administrator also provides key technical administration and expertise in development and use of ETO and
other database systems as required supplementing homelessness and housing data and information
collection used to measure and report on our progress in enacting the community plans to end
homelessness.
This position reports to the Director, Planning & Research and is a member of the Planning and Research
Team. There are no direct staff reports to this position, but supervision of students, volunteers, and others
may be required from time to time.
The incumbent works closely with a diverse group of stakeholders – including internal staff, agencies,
housing teams, committees, academics, service providers, governmental and quasigovernmental
representatives, private industry, consultants, and community groups to for the purposes of data collection,
reporting and database system management.
Duties & Responsibilities
The Database Administrator is the key technical resource supporting ETO and other database set up,
administration, training, functionality, data quality and reporting. Key duties and responsibilities include:
Administration & Training
 Design, develop, and modify ETO and other database systems in response to user needs, research
and reporting requirements.
 In consultation with HTE senior management, stakeholders, and sub licensees, develop and
implement data administration policies, technical standards, and data models, including
documentation of data requirements, data collection and administration policy, and access rules
 Train and otherwise assist HTE, stakeholder, and sub licensee staff on setup, implementation, and
use of ETO and other database systems for data management and reporting. This includes
development of and implementation of manuals, training documents and training sessions
 Perform tasks related to administration and coordinating access to ETO and other database systems,
including management of user accounts, licenses, and permissions
 Establish, amend and manage user accounts and gateway portals, ensuring that each account has
the appropriate level of access in the software.
 Ensure system security and confidentiality is maintained.
Reporting
 Develop and implement database structures, relationships, queries, reports, and other elements for
effective, timely, and reliable utilization of information from ETO and other databases for use by our
stakeholders.
 Create and maintain regular and ad hoc reporting. This includes report creation, modification,
production, and submission to required stakeholders, including government, funders, agencies,
management, Support Services staff, Planning & Research staff, and others as required.
 Ensure reports are accurate, timely and provide data required for information generation, analysis
and research
 Provide narrative or briefing summaries on ETO and database reports, projects and related issues as
required and requested.
Functionality and Data Quality
 Conduct regular audits of the structure of ETO and other database systems, including reporting on
strengths and weaknesses and providing recommendations for continual improvement of data
management
 Ensure quality and reliability of all data collection, management, and reporting procedures and
tools. Regularly cull and clean database as required.
 Work collaboratively with research staff, management and user agencies to ensure correct,
complete and timely data collection
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Proactively and in response to user feedback, continually design and refine database systems,
structures, and procedures to ensure optimal usability and reliability
Enable, disable and utilize new and enhanced functionalities of the ETO and other databases to
improve data collection, mining and reporting. Provide training and communication on new or
changed features to users as required.
Technical Knowledge & Expertise
 Maintain appropriate certifications, continuing education and knowledge base to ensure
expertise and proficiency in use of ETO and other database systems
 Facilitate regular meetings with ETO and other database users to ensure alignment of database
structures, data policy, and tools with requirements for service delivery, contract management
and reporting, research, and program evaluation
 Liaise with Social Solutions Inc. and other database providers to address problems in a timely
manner and ensure database integrity and reliability
 Stay connected to the ETO community through publications, meetings and on-line resources to
maintain knowledge about ETO features and functionalities, as well as, concepts driving the
development of ETO.
Other Duties
 Attend meetings with stakeholders including other HTE departments, government, technology
contractors, and others as required.
 Provide support to Director and departmental staff, including but not limited to maintaining
files, drafting correspondence, and preparing reports
 Perform other tasks as appropriate and time allows.
Qualifications
Education & Experience
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Degree or diploma in computer science, information technology or related discipline that has a
significant database management and administration component
Minimum 3 years related experience in developing and administering database systems, with user
interface and reporting responsibilities.
Previous work and certification with Efforts to Outcomes software is preferred
Equivalencies in formal education and experience will be considered
Experience with basic statistical and qualitative analytic methods is an asset
Prior work in the not for profit, social/human services or related industry is an asset.
Knowledge, Skills and Abilities
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Advanced knowledge of data management systems, including Efforts to Outcomes™ or other related
system platforms
High proficiency with MS Office (Word, Excel, PowerPoint, Access, Outlook) with demonstrated
ability to quickly learn new software and web-based applications.
Ability to learn quickly, think logically, and understand abstract relationships
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Excellent communication and interpersonal skills, and ability to train and support end-users
Exceptional report writing and presentation skills, including data visualization/presentation
Understanding of policy development and planning related to data management
Proven time management and organization skills
Exceptionally strong written and verbal communication skills
Understanding of business processes associated with non-profits, community based organizations
and multiple levels of government,
Knowledge of and familiarity with Aboriginal history, cultures, contexts, and traditions
Knowledge of the non-profit service sector, in particular related to people who are homeless or at
risk of homelessness
Must pass criminal record check
Please submit your resume and cover letter to:
Homeward Trust Edmonton
6th Floor, 10242 105 Street
Edmonton, AB T5J 3L5
Email: [email protected]
Fax: 780.496.2634
Homeward Trust thanks all applicants for their interest; however, only candidates selected for an
interview will be contacted.
For more information about Homeward Trust Edmonton, please visit www.homewardtrust.ca

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