Data Administrative Coordinator

Job Title: Data Administrative Coordinator

Location: Pasadena, CA
Schedule: Monday–Friday, 8:00 a.m.–4:30 p.m. (in-office)
Employment Status: Non-exempt
Pay Range: $27.00 – $32.00 per hour (based on experience and qualifications

Job Summary
IABA – Institute for Applied Behavior Analysis is seeking a highly organized, detail-oriented Data Administrative Coordinator to oversee daily office operations while managing and analyzing program data. This role bridges data collection and actionable insights by handling data entry, cleaning, reporting, and database maintenance, while also supporting administrative tasks, office management, and customer service. The Administrative Manager portion of this role includes oversight of the Pasadena office and support of multiple departments. This position directly reports to the VP of Operations.

Core Data & Analytics Responsibilities

• Collect, organize, and maintain accurate program data in databases and spreadsheets
• Develop and update data collection tools, forms, tables, and dashboards
• Perform data audits, validation checks, and clean-up processes to ensure data integrity
• Analyze trends and prepare internal and external reports
• Support monthly, quarterly, and ad-hoc reporting needs
• Coordinate data entry activities and support staff training on data procedures

Administrative Manager Responsibilities

• Oversee daily office operations in the Pasadena location
• Order and manage office and program supplies
• Manage petty cash distribution to department supervisors
• Coordinate building maintenance with property management
• Greet and assist guests and visitors
• Coordinate First Aid/CPR and Pro-ACT recertifications
• Distribute progress reports to supervisors and leadership
• Support onboarding of new hires as needed
• Maintain HIPAA compliance and client confidentiality
• Ensure a safe working environment and adherence to agency protocols
• Perform additional duties as assigned by leadership

General Duties & Competencies

• Strong customer-facing and presentation skills
• Ability to lead tasks and drive execution
• Ability to work in a high-volume, process-driven environment
• Strong proficiency with Excel, databases, Google Workspace, and Microsoft Office
• Ability to prioritize, troubleshoot, and problem-solve
• Excellent written and verbal communication skills
• Positive, energetic, and professional demeanor

Requirements

• High school diploma required; Bachelor’s degree preferred
• Minimum 3 years of experience in data coordination/analysis
• Minimum 2 years in administrative or office management roles
• Experience in adult services, child services, social services, or human services preferred
• Experience with medical or healthcare environments is a plus
• Familiarity with QuickBooks, front desk operations, and multi-line phones helpful
• Bilingual skills preferred, but not required

Physical Requirements

• In-office presence required
• Prolonged periods of computer work
• Ability to lift up to 15 lbs
• Ability to navigate office facilities as needed

Benefits

• Medical, dental, and vision insurance
• 401(k) program
• Paid sick time
• Paid holidays
• Employee Assistance Program (EAP)
• Employee referral program
• Employee discounts