Maine - System Administrator

Job Title: System Administrator, Regional or State Homeless Program Specialist (2 to 3 positions)

Location: Maine

POSITION SUMMARY

The Institute for Community Alliances (ICA) is a nonprofit organization and a national leader in the administration of Homeless Management Information Systems (HMIS). ICA supports multiple states and regions in successfully operating HMIS databases to report to funders, evaluate and inform community and statewide responses to homelessness, connect people to housing and services, and support research and advocacy efforts.

Our vision is that by centering the client and user experience, HMIS connects people to resources and drives data-informed decisions so that communities can equitably prevent and end homelessness. We do this in pursuit of housing, racial, and health justice for people experiencing homelessness and housing instability.

System Administrators support organizations, programs, and frontline staff using HMIS. This role is focused on supporting agencies receiving government funding for homeless service programs, with a strong emphasis on high-quality technical assistance, training, and data quality support. The ideal candidate has experience working with individuals with a range of computer skills, enjoys investigating and solving logical problems, can translate technical concepts into plain language, and appreciates the value of data in ending homelessness. Technical support or HMIS experience is helpful, but you do not need to be an IT expert to succeed — many of our current System Administrators come from backgrounds in direct service, training/education, or database support roles.

ESSENTIAL JOB FUNCTIONS

System Administration

• Set up organizations, programs, and users in HMIS, ensuring they can enter data required for reporting and referrals.

• Develop and maintain knowledge of homeless assistance programs and related funding initiatives.

• Collaborate with partner agencies and internal team members to understand data needs and identify and develop solutions.

Training & User Support

• Provide a warm introduction and orientation to HMIS for government-funded projects and clarify participation expectations to ensure quality and compliance.

• Provide technical support and training to ensure quality data, including on-site or virtual visits to direct service providers.

• Support the Quarterly Data Quality process, including assisting projects that are struggling with data quality and supporting monitoring efforts.

• Coach end users to meet training and compliance requirements via phone, virtual office hours, helpdesk, and email.

• Identify and collaboratively develop new training content.

Monitoring & Evaluation

• Monitor representation of program projects in HMIS (e.g., inventory, grant sources, accuracy) to identify trends and areas for improvement.

• Promote a data-driven culture by encouraging the use of data locally and highlighting opportunities for improved quality.

• Perform other duties as assigned.

MINIMUM QUALIFICATIONS & REQUIREMENTS

Experience & Education

• Minimum of two years of paid experience in a position with a high degree of responsibility

• One to three years related experience (HMIS use, database support, technical troubleshooting, training, or homeless services)

Required Background/Knowledge

• Excellent computer skills; proficiency with office technology and Microsoft Office Suite

• Experience using and assisting others with databases or similar tools

• Proficient with communication technology (email, Zoom, Teams, etc.)

• Ability to create or maintain mechanisms for monitoring progress and outcomes

Preferred Background/Knowledge

• Experience using HMIS or similar social service databases

• Project management experience

• Experience developing training materials or procedural documentation

• Understanding of data’s role in addressing social problems

• Experience with Learning Management Systems (LMS)

Demonstrated Skills

• Strong attention to detail and accuracy

• Collaborative relationship-building, including working with distributed teams

• Ability to analyze information, define problems, and draw logical conclusions

• Provide technical support to users with varying skill levels

• Present and facilitate trainings for small and large audiences

• Effectively work with individuals from diverse backgrounds

• Ability to prioritize, meet deadlines, and consistently produce high-quality work

• Interest in supporting users’ everyday workflows and learning experiences

Reasonable Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Physical demands listed are primarily related to basic office functions (sitting, use of technology, light lifting).

Other Requirements

• Valid driver’s license and proof of automobile insurance (when travel is required)

Travel / Work Schedule

• Occasional out-of-state travel for professional conferences or training (typically less than one week each)

• Occasional local or regional travel for community meetings or onsite support

• Schedule may fluctuate based on workload and external partner needs