Assistant Director for Data Dissemination and Compliance

SURVEY RESEARCHER SUPV 2 (006260)

UCPath Position ID: 40200052

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1002568

Approved Date:

9/3/2024 7:19:00 PM

Date Last Edited:

9/3/2024 7:18:57 PM

Last Action Effective Date:

8/1/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH  

Division Code:

2410D

Division:

PUBLIC HEALTH DIV                      

Department:

191800 - CNTR FOR HEALTH POLICY RESEARCH

Position Details

UCPath Position Number:

40200052

Position Description ID

170400

UC Payroll Title:

SURVEY RESEARCHER SUPV 2 (006260)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40061737

Reports to Payroll Title:

ACAD PRG MGR 1

UCPath Department Head Position Number:

41011340

Department Head Payroll Title:

DIRECTOR

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

6262

SURVEY RESEARCHER 2

2

POSITION SUMMARY

The Survey Research Supervisor 2 will manage various administrative and research functions of the California Health Interview Survey (CHIS) project conducted by the UCLA Center for Health Policy Research (The Center). Manage and/or support the planning and implementation of various survey operational tasks, overseeing the contents, quality, continuity, and consistency of CHIS data products and documentation. Responsible for preparing and tracking human subject approval applications to UCLA and state institutional review boards in compliance with applicable policies and procedures. In consultation with data privacy experts, ensuring compliance with confidentiality policies, study protocols, data use agreements, and security procedures for staff. Manage annual CHIS data release project schedule, including creation of the schedule, weekly adjustments to tasks and timelines, and leading update meetings to ensure data release project deadlines are met. Developing protocols for and managing CHIS data reclassification processes. Manage data coding processes for a wide range of open-ended respondent data (including insurance plan names, school names, race and ethnicity, and other general variables), including development of protocols, management of staff performing the coding, and quality assurance of coded responses. Developing and documenting content for confidential and public use data products. Overseeing data delivery data deliveries to funders, partners, and counties. Coordinating planning for DAC team members' support of the release of data on AskCHIS. Supporting data quality by managing and conducting a thorough quality control of all tabulated CHIS data and Public Use Files before release, including coordination with CHIS management and Communications staff to determine potential issues and develop release strategies. Analyze project related data and findings. Draft and edit summary reports and papers. Provide statistical and technical assistance to CHIS users, various funding agencies and local health departments. Participate in the CHIS Data Disclosure Review Committee, Data Production Team and Management Team meetings. Conduct the annual review of CHIS data security practices and protections of respondent data in the public use files with the Data Disclosure Advisory Committee, which includes CHIS management, staff, external stakeholders, and independent experts. Manage the production of Data Estimate Request files for CHPR researchers, media, non-profit organizations, and government agency stakeholders. Manage the CHIS metadata database, a complex and critical resource to track all metadata for all years of CHIS, which is essential in accurately integrating processes for production of confidential funder files, public use files, data dictionaries, and other dissemination tools. Perform daily disclosure avoidance review on all CHIS data that exits the secure CHIS data server, and oversee the performance of other team members conducting similar reviews. Support project management of other non-CHIS studies supported by the DAC and Statistical Unit, including creation of project schedules and leading of data coding, as needed. Train and supervise the Assistant Administrative Analyst, Data Access Center work study/studies, and will supervise the Data Access Center Coordinator. The incumbent works under the supervision of the CHIS Director. 

The California Health Interview Survey (CHIS) is the largest population-based state health survey in the nation and the premier source of credible and comprehensive data on the health and health care needs of California’s large and diverse population. A model for health surveys for other states, CHIS is committed to ensuring everyone has access to data — policymakers, advocates, health care providers, community organizations, researchers, journalists, and the public — to fight for policies that will improve the lives of Californians through better health and health care. We make sure that data didn’t just sit on a shelf but was accessible and widely disseminated through our public use files and AskCHIS free web query tool. 

Data Production, Documentation and Dissemination

1. Develop, compile, generate, and manage databases, data dictionaries, data delivery logs, constructed variables documentation and other data products for CHIS. Develop metadata that includes variable contents and labels/formats, population universe, analytical notes documenting any changes across cycles.

2. Uphold CHIS data quality: review variable frequencies or contents during data production for accuracy; anticipate problems, troubleshoot, and lead investigations of data errors; and, oversee revisions/updates, documentation, and notification of affected parties (DAC or Center researchers, CHIS staff, AskCHIS and PUF users).

3. Develop, improve, adhere to and assist in implementing data dissemination protocols. Data dissemination protocols refer to the compliance requirements for data product delivery to funders, researchers, and other applicants, which differ by product. In addition, this includes approval of the storage and security requirements of the products once delivered.

4. With consultation from the Data Disclosure Advisory and Review Committees (DDAC, DDRC), determine variable contents for CHIS public use file data releases. Plan, set-up, and lead meetings with CHIS staff and the oversight committees to discuss the disclosure risks and analytic utility of data released to public. Provide updates to DDAC on data dissemination plans.

5. Effectively communicate planning of data delivery and final status of data delivery.

6. Organize tasks and establish timelines for task completion.

7. Identify inefficiencies and recommend, and develop organizational tools/strategies and methods to make data quality, data production, and data dissemination processes more efficient. Activities include automating data dictionary creation, streamlining AskCHIS data requests, unifying all CHIS metadata into a single metadata database, improving automated processes to update other specify text responses into variable categories.

8. Work closely with the principal investigators, sub-contractors and research staff to ensure that programmatic issues are handled appropriately.

9. Oversee tracking the utilization of confidential data and published articles and reports through reports, summary statistics and other tracking mechanisms.

10. Lead dissemination of CHIS data to funders, local health departments, partners, and for public use. Perform quality checks and final review of all delivered data files and related content.

11. Collaborate with Statistical Unit for quality checks of CHIS databases.

12. Enhance data access team’s quality control procedures to minimize data errors and ensure accuracy and consistency of data products.

13. Field and respond to internal, funder and data custodian inquiries regarding uses of CHIS data.

14. Oversee the ordering, quality and organization of items needed for web-based data delivery (AskCHIS and PUF) and confidential data file delivery (funder, LHD files, SURFs, and other files as required).

15. Coordinate with the Data Access Manager, programmers and other CHIS staff to ensure the delivery of data products, publications and related deliverables to CHIS funders under contractual requirements.

16. Oversee the development of documentation, including explanatory notes of constructed data items, data files, and other technical documentation.

17. Manage construction of variables and coding of survey items. Consult with internal and external content experts to construct variables that best meet policy/program needs.

18. Manage tools to assist researchers' use of CHIS data, such as the Research Clearinghouse; functions include maintenance and development of new functions, and/or contribute to the development of new tools and functions to support research uses of CHIS data.

19. Responsible for overseeing periodic (monthly/quarterly) online searches to identify new peer-reviewed journal articles using CHIS data for CHPR website and internal tracking.

20. Supervise entry of data delivery logs. Ensure data dictionary quality and supervise data dictionary upkeep, logs and other tasks.

21. Manage various administrative and research functions of the California Health Interview Survey (CHIS) project conducted by the UCLA Center for Health Policy Research (The Center).

22. Manage and/or support the planning and implementation of various survey operational tasks, overseeing the contents, quality, continuity, and consistency of CHIS data products and documentation.

23. In consultation with data privacy experts, ensuring compliance with confidentiality policies, study protocols, data use agreements, and security procedures for staff.

24. Manage annual CHIS data release project schedule, including creation of the schedule, weekly adjustments to tasks and timelines, and leading update meetings to ensure data release project deadlines are met.

25. Develop protocols for and manage CHIS data reclassification processes. The CHIS data reclassification process involves recoding variables, creating additional versions of variables, and determining strategies by which data identifiability and sensitivity can be decreased to allow for additional release.

26. Manage data coding processes for a wide range of open-ended respondent data (including insurance plan names, school names, race and ethnicity, and other general variables), including development of protocols, management of staff performing the coding, and quality assurance of coded responses.

27. Regularly assess and update protocols for coding of CHIS survey write-in responses (race/ethnicity questions, other open response questions) to align with current guidelines, new data collection processes, and current research utility.

28. Developing and documenting content for confidential and public use data products.

29. Overseeing data delivery data deliveries to funders, partners, and counties. These data deliveries for the basic CHIS program occur at least annually, and on an as requested or as needed basis, and involve liaising with data custodians at the aforementioned organization, preparing data files, and organizing delivery of the data.

30. Coordinating planning for DAC team members' support of the release of data on AskCHIS.

31. Supporting data quality by managing and conducting a thorough quality control of all tabulated CHIS data and Public Use Files before release, including coordination with CHIS management and Communications staff to determine potential issues and develop release strategies. This involves review of actual data files themselves prior to public release?such as Public Use Files, funder deliverables that include CHIS data, and press releases that include CHIS data, etc.

32. Analyze project related data and findings. (E)   A31. Draft and edit summary reports and papers.

33. Provide statistical and technical assistance to CHIS users, various funding agencies and local health departments.

34. Participate in the CHIS Data Disclosure Review Committee, Data Production Team and Management Team meetings.

35. Conduct the annual review of CHIS data security practices and protections of respondent data in the public use files with the Data Disclosure Advisory Committee, which includes CHIS management, staff, external stakeholders, and independent experts.

36. Lead supplemental Data Disclosure Advisory Committee (DDAC) meetings and data review for CHIS follow-on study projects.

37. Manage the production of Data Estimate Request files for CHPR researchers, media, non-profit organizations, and government agency stakeholders.

38. Manage the CHIS metadata database, a complex and critical resource to track all metadata for all years of CHIS, which is essential in accurately integrating processes for production of confidential funder files, public use files, data dictionaries, and other dissemination tools.

39. Lead data corrections/revisions process, including writing reports, presenting to Principal Investigator, debriefing funders and stakeholders, and providing updated data and files.

40. Lead staff from CHIS data access and Center IT/web teams on the creation of a new, enhanced online portal for researchers to apply for and analyze CHIS data.

45%

Human Subjects Approvals

1. Coordinate CHIS applications to the Institutional Review Boards (IRB) at UCLA and the state Health & Human Services Agency, Federal Office of Management and Budget (OMB) in complicate with applicable policies. Consult with IRB Coordinators and CHIS program officers as needed.

2. Serve as primary liaison with the UCLA Office for the Protection of Human Subjects, state Committee for the Protection of Human Subjects, program officers at federal agencies, the California Department of Health Care Services, California Department of Public Health, and county partners regarding issues related to human subjects protection, HIPAA compliance and security and privacy requirements.

3. Track all continuing review and related IRB applications for CHIS. Manage all IRB communications from CHIS collaborators. (E)  B4. Develop a schedule for IRB submissions to meet survey implementation schedules.

4. Develop a schedule for IRB submissions to meet survey implementation schedules.

5. Create and manage CHIS IRB protocols for follow-on studies that use CHIS respondents and/or data, including organizing initial review by the Boards and arranging for needed amendments and continuing reviews.

25%

Research Support and Coordination

1. Assume a leadership role on research projects to organize tasks and to establish timelines for task completion.

2. Work with programmers to verify findings and accuracy of information. Assist with transfer of data files and databases.

3. Act as the content expert for race/ethnicity classification processes for CHIS, Center staff, external agencies, and data vendors collecting CHIS data. 

4. Provide analytic and statistical support for CHIS staff on methodological issues and special projects.

5. Prepare and submit written recommendations to agency for any alteration of the terms and conditions of the project.

6. Develop and co-author journal articles, research reports, fact sheets and presentations.

7. Manage the documentation, preparation and coding of specific survey items as needed by research staff and programmers. This type of coding is crucial to the preparation of survey data, as it allows for standardization of respondent answers to make the data usable and interpretable in a quantitative manner. Example types of coding include write-in responses and entries of school names and health plan names.

8. Field and respond to inquiries regarding project.

9. Oversee the ordering and delivery of external data products, (e.g. Nielsen/Claritas) needed for programming tasks.

10. Initiate, support and analyze data for new studies that focus on funder-sponsored CHIS analysis.

11. Collaborate with the Statistical Unit on project specific analyses, verify findings and accuracy of information, and revise as needed.

12. Represent CHIS at convenings of public health professionals, such as California Oral Health Technical Assistance Center (COHTAC) meetings and the California Conference of Local Health Data Managers and Epidemiologists (CCLHDME), including presenting to audiences on CHIS data, uses, and access, and serving as liaison for CHIS user attendees in the public health space.

15%

Data Access Confidentiality, Security and Compliance

1. Implement security policies and procedures for the DAC regarding access to and use of confidential data. Maintain DAC Security Plan and CHIS Data Confidentiality Manual.

2. Conduct orientation of new staff and periodic training for all staff to ensure compliance with Center and HIPAA confidentiality and security policies.

3. Work with Center IT Manager to assess computer security criteria for restricted access agreements with state, federal, and private funders. Consult with appropriate Institutional Review Boards to obtain approval for release of any identifying data. Consult with Principal Investigator(s), CHIS Director, and Data Disclosure Advisory Committee on conditions for restricted data use agreements.

4. Monitor documentation of data security compliance: data transfer logs, nondisclosure affidavits, data use agreements, data custodian agreements, data access agreements, and all other confidentiality agreements governing access to and use of confidential data.

5. Negotiate data sharing agreements with funders and partners, including Memorandums of Understanding, Business Associates Agreements and contract amendments.

6. Perform daily disclosure avoidance review on all CHIS data that exits the secure CHIS data server and oversee the performance of other team members conducting similar reviews. 

7. Assist with negotiations between funders and UC/UCLA compliance and legal staff on ensuring CHIS contracts properly reflect CHIS data security and compliance, including providing health survey data knowledge and expertise.

8. Lead continual assurance of all CHIS funders’ compliance with IRB-approved data security measures. This includes auditing funders’ data storage and access setups, providing training on technical requirements, and leading annual reviews of funders’ systems with data custodians and IT specialists.

10%

Administration

1. Supervise the Assistant Public Administration Analyst, work studies, and co-supervise the Data Access Coordinator, providing direction in the execution of responsibilities by establishing objectives, setting deadlines, advising regarding methods for accomplishing tasks and monitoring work to ensure that projects are completed effectively and efficiently.

2. Train staff on AskCHIS, survey item coding, and data delivery functions to support internal expertise.

3. Coordinate the preparation of interim and final project reports including results, tables, narratives, charts, descriptions of methodologies and other items required by agency policy.

4. Participate as a member of the Data Disclosure Review Committee: reviewing applications requesting to use confidential data to ensure project feasibility and the protection of respondent identification.

5. Attend weekly Statistical Data Production meetings and coordinate collaboration of data production tasks between CHIS staff and programming team.

6. Participate in CHIS Management Team meetings.

7. Provide written performance evaluation according to University Policy.

8. Lead recruitment and interview efforts to hire Data Access Center Assistant Public Administration Analyst and Work Study Students.

9. Support project management of other non-CHIS studies supported by the DAC and Statistical Unit, including creation of project schedules and leading of data coding, as needed.

10. Train and supervise the Assistant Administrative Analyst, Data Access Center work study/studies, and will supervise the Data Access Center Coordinator.

11. Ensure Data Access Center-related documents are continually updated on CHIS website in compliant and web accessible formats.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Master's Degree

in public health, sociology, public policy, public administration or a related field.

Required

3 years

of professional research or analytical experience

Required

Excellent written communication skills and experience compiling information for drafting reports and developing presentation materials, to include tables, narratives, charts, etc.

Required

Excellent verbal skills sufficient to interact with Principal Investigators, research staff, administrative staff and the external audiences of the Center.

Required

Ability to supervise staff, sufficient to provide technical advice and supervision, problem resolution, and review of and feedback on quality of work. 

Required

Working knowledge of SAS (statistical software) for purposes of data management and data access. Knowledge of and ability to use Microsoft Access to track and organize survey data variables, metadata, and data file specifications.

Required

Demonstrated ability to use Windows-based computing systems in a network environment. Proficiency with Microsoft Office software including: Word, Excel, Access, Outlook, and database programs and the world-wide-web as an information resource. Excel in project management, development, and execution.

Required

Knowledge of research ethics and human subjects issues, processes, and standards (including HIPAA). Skills in developing applications to institutional review boards.

Required

Ability to interpret and follow policy, and maintain high level of confidentiality in performance of duties.

Required

Understanding of data systems and security, including ability to summarize and inspect logs for compliance with HIPAA and human subjects requirements.

Required

Skill in analyzing information, problem solving, and procedures to define a problem or objective; identify concerns; formulate logical and objective conclusions and recommend solutions. Ability to use discretion and judgment to make informed decisions and carry out action plans.

Required

Ability to manage multiple assignments under tight deadlines. Proven skills in setting priorities coupled with demonstrated ability to be flexible. Detail oriented with strong organizational skills.

Required

Demonstrated time management skills and ability to work with frequent interruptions and tight deadlines. Strong quantitative skills.

Required

Detailed knowledge of, and experience working with, the California Health Interview Survey data query system. Knowledge of, and experience working with, survey data and analysis within California. Experience with survey data and documentation.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

10960 Wilshire Blvd., Ste. 1550, Los Angeles, CA  90024

•

General office equipment

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.