HMIS Data & Administrative Coordinator
About The Position
The HMIS Data & Administrative Coordinator is responsible for ensuring accurate, timely, and compliant data entry within the Homeless Management Information System (HMIS). This role works closely with intake staff, case managers, and program leadership to maintain data integrity, produce reports, support compliance with federal, state, and local requirements, and optimize the organization’s use of HMIS. The coordinator serves as the primary point of contact for HMIS processes, troubleshooting, and quality control. The Coordinator support Case Management team by ensuring accurate data is recorded in the internal system, Mission Tracker, and that the correct information is also maintained in HMIS.
Requirements
- Experience with HMIS systems or other information systems. (i.e., Mission Tracker)
- Strong administrative and data management skills with high attention to detail.
- Ability to manage sensitive information with integrity and confidentiality.
- Strong communication skills and ability to collaborate with multidisciplinary teams.
- Proficiency in Microsoft Excel, Word, and data reporting tools.
Nice To Haves
- Prior work experience in homeless services, social services, housing programs, or nonprofit administration.
- Knowledge of HUD program requirements, HMIS Data Standards, or CoC systems.
- Experience training staff or supporting system users.
- Familiarity with compliance reporting.
- A Bachelor's Degree, or equivalent years of experience.
Responsibilities
- Oversee daily data entry operations within the Homeless Management Information System (HMIS) and Mission Tracker.
- Enter, update, audit, and maintain client records, service entries, case notes, assessments, and outcomes.
- Ensure all data is accurate, complete, and submitted within required timelines.
- Develop and implement data quality checks, correction processes, and documentation standards.
- Serve as the internal HMIS subject-matter expert for staff.
- Work with intake specialists to ensure new client enrollments are entered correctly.
- Partner with case managers to ensure ongoing updates, services, and exit data are complete and compliant.
- Provide coaching, technical assistance, and informal training on documentation expectations.
- Ensure full compliance with HUD HMIS Data Standards, Continuum of Care (CoC) requirements, and funding contracts.
- Prepare and submit routine and ad hoc reports, including program performance dashboards and compliance summaries.
- Assist in generating data for grant applications, monitoring visits, audits, and outcome measurement.
- Monitor deadlines for required reporting (i.e., PIT counts, HMIS, CoC, etc.)
- Maintain organized documentation, digital records, and internal reporting tools.
- Assist in developing HMIS workflows, policies, and user guides.
- Support staff onboarding for HMIS-related tasks, including account creation and permissions.
- Troubleshoot system issues and coordinate with HMIS leads or software vendors when needed.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Number of Employees
11-50 employees
