Maine - System Administrator, Regional or State HOmeless Program Specialist

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

Reports to: HMIS Director Job Class: HMIS Administration

Status: Fulltime, Exempt Location: Maine

Salary Range: $60,000 - $70,000 commensurate with experience

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). Maine’s HMIS is a web-based database used by approximately 100 organizations across the state, such as emergency shelters and housing providers. HMIS is used to report to funders, evaluate and inform community- and state-wide responses to homelessness, connect people experiencing homelessness with housing and services, and support research and advocacy efforts. 

Our vision for Maine’s HMIS is that by centering the client and user experience, we use HMIS to connect people to resources and to drive decisions so that we prevent and end homelessness in Maine.

System Administrators support the organizations, programs, and program staff that use the HMIS database. This role is dedicated to supporting the agencies entering data into the Maine HMIS database, providing technical support to users, and collaborating with partners throughout the state. The ideal candidate has experience working with people with a range of computer skills and is ready to provide effective customer service support. They enjoy investigating and solving logical problems, can translate technical concepts into plain language and make meaning of data. They are curious, ready to collaborate, and recognize the value data plays in community initiatives to end homelessness and that high quality data starts with training database end users well. You do not need to be an IT expert to be successful in this role – most of our System Administrators are former HMIS users, have a background in teaching or training, or have held technical support-related roles in past jobs.

This position will be fully remote. However, the successful candidate must reside in Maine. The successful candidate must also possess a driver’s license and a reliable vehicle, as this position will include regular travel throughout the state of Maine. We will welcome candidates from outside of Maine for this position but will require the successful candidate to relocate to Maine within 30 days of hire.

ESSENTIAL JOB FUNCTIONS

System Administration

• Set up organizations, programs, and users in the HMIS database, ensuring they can enter the data they need to report to funders and/or refer households to shelter, housing, and services.

• Develop and maintain knowledge of homeless assistance programs and related initiatives, especially those funded by MaineHousing and the Maine Continuum of Care.

• Work closely with partner agencies and team members to understand data needs and identify and develop solutions.

Training and user support

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

• Support projects that are struggling with data quality and provide monitoring efforts for state partners and programs.

• Support and coach database end users to meet training requirements, providing support via phone, virtual office hours, helpdesk, and email.

Monitoring and evaluation

• Proactively monitor how projects are performing in Maine HMIS, including inventory, grant sources and accuracy of projects in region, identifying trends and areas for improvement

• Foster a data driven culture by promoting the usability of data locally and highlighting trends and issues with the quality of the data. 

• Perform other duties as assigned.

MINIMUM QUALIFICATIONS AND REQUIREMENTS

Experience and Education

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

• One or both of the following:

  • Bachelor’s degree from an accredited four-year college or university

  • One to three years of related experience, such as homeless management information system (HMIS) use, database-related experience, providing technical support/troubleshooting to users or customers, training, or providing homeless services.

Required Background/Knowledge

• Knowledge of basic office equipment and technology; excellent computer skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, etc.)

• Proficient use of inter- and intra-office communication tools such as email, video conferencing, Zoom, and similar tools

• Experience using and helping others use databases and/or similar tools, especially in social services or related field.

• Can create or maintain mechanisms to monitor progress and outcomes.

Preferred Background/Knowledge

• Experience using or helping others use databases and/or similar tools or other HMIS software

• Project management

• Cooperatively or independently create training and procedural manuals or guidelines

• Understand the evolving role of data and its importance to efforts to end social problems

• Familiar with creating content and managing users within an online Learning Management System.

Demonstrated Skills

• Attention to detail and accuracy

• Strong ability to manage relationships, collaborate, and convene

• Understanding of how to define problems, collect data, establish facts, and draw valid conclusions

• Provide technical support to individuals with varying levels of technical knowledge

• Regular, ongoing collaboration in project teams, including with remote staff

• Ability to work effectively and professionally with people from diverse backgrounds

• Ability to learn quickly, handle multiple tasks, anticipate and meet established deadlines, and regularly produce high quality work product

• Can present and conduct trainings to small and large audiences

• Interest in and curious about how to help others learn as well as understanding the everyday experiences of database end users and the way their agencies operate.

Reasonable Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to successfully perform the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Standing – Approximately less than 1/3 of on-the-job time

• Walking – Approximately less than 1/3 of on-the-job time

• Sitting – Approximately greater than 2/3 of on-the-job time

• Reaching with hands and arms – Approximately between 1/3 and 2/3 of on-the-job time

• Stooping, kneeling, crouching, or crawling – Approximately less than 1/3 of on-the-job time

• Talking or hearing – Approximately greater than 2/3 of on-the-job time

• Weight lifted/force exerted – An average of approximately up to 10 pounds, non-continuously

• Physical requirements listed are primarily applied to ability to lift and move paper supply, files, etc.

• Vision – Close vision (clear vision at 20 inches or less)

• Driving – Approximately less than 1/3 of on-the-job time

Other Requirements

• A valid driver’s license and proof of current automobile insurance

• Staff must have up-to-date COVID-19 vaccinations, including booster shots, and fully inoculated prior to start date.

Travel/Work Schedule

Travel-related accommodations may be made to support individuals for whom travel is not feasible, for instance due to disability status or childcare limitations.

• Occasional out-of-state travel for professional conferences/training (generally less than one week for each occurrence)

• Frequent local or in-state travel for community meetings or onsite implementation support

• Schedule may fluctuate based on workload

Expense Reimbursement

• Direct and necessary purchases related to required job-related activities are typically made by the company. However, such expenses are eligible for reimbursement if the employee makes a purchase using their own funds. The employee is responsible for the timely request and submission of complete and accurate reimbursement documentation and form(s).

HOW TO APPLY

Submit a resume and a cover letter to Hiring Manager at opportunities@icalliances.org. In your cover letter, please tell us why you are interested in this position and how your skills and experience will help you be successful in this position and contribute to ICA’s efforts to help communities use data to prevent and end homelessness. You must submit both a resume and cover letter to be considered for the position.

Please direct all questions to opportunities@icalliances.org. Applications will be accepted until the position is filled, with priority consideration for applications received by Friday, January 9.