Job Opening

Program Specialist

January 12, 2017

Job Summary

Founded in 1973, AACI is the largest community-based organization focused on the Asian community in Santa Clara County.  Current programs include mental health and primary care health services, health education, HIV/AIDS testing and education, substance abuse treatment, problem gambling treatment, a center for survivors of torture, shelter and services for domestic violence victims, a senior center, youth programs, English classes, and community advocacy. We are looking for qualified candidates to fill this full time position (40 hours per week).

The Program Specialist is responsible for supporting the Behavioral Health department in administrative duties that include various tasks including: data management of electronic and paper systems, report monitoring and generation, auditing, supporting the management staff and QI team, and general office duties as assigned.  This position will directly report to the Behavioral Health Quality Improvement manager.

Classification: Full-time, Non-exempt

Category: Professional

Salary Range: Commensurate on Experience


Specific Functions

Data Management:

  • Manage data sources, including paper forms, Excel spreadsheets, Access database, and occasional management of stored client files.
  • Interact with program staff to ensure timeliness and quality of data collected and reported so that reporting to funders meets contract agreements.
  • Communicate grant performance, services/data information, and data collection issues to staff and supervisors.
  • Maintain department dashboards and Quality Improvement measures
  • Manage and analyze agency and county client satisfaction surveys.
  • Manage scanning system in electronic health records.

Report Generation:

  • Using data sources produce reports necessary to meet reporting requirements, which currently includes data entry of client services and demographics data into Access database and Excel spreadsheets and running Access queries.
  • Report statistics and write narratives for contract reporting and community data request purposes.
  • Prepare quarterly reports for supervisors.
  • Maintain regularly updated reporting calendar and funders contact list and share updates with relevant staff.
  • Communicate with funders for reporting and site visit/compliance purposes.
  • Train staff as needed in data collection and reporting techniques.

Office Duties:

  • Answering phone calls, scheduling, organizing events, supporting meetings, and assisting managers with administrative tasks.

Other duties as assigned.



  • Ability to use Excel and Access for data collection, development, troubleshooting, analysis, and reporting.
  • Experience with data management and electronic health records systems.
  • Ability to write explanations and summarize clients stories in writing coherently, grammatically, and for a funder audience.
  • Ability to communicate with diplomacy and interact effectively with a diverse team. Comfort working with diverse staff with varying levels of computer skills.
  • Strong analytic skills. Detail-oriented. Organized and able to independently monitor and meet deadlines.
  • Ability to handle multiple tasks in a fast-paced environment.
  • Ability to work independently and autonomously.
  • BA degree or equivalent and at least one year experience in professional office environment.  Non-profit and grant experience preferred.
  • Committed to program’s anti-violence mission and able to adhere to confidentiality requirements around client information.


To apply for this job, please use this link:


AACI is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.



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