WI Balance of State CoC - CoC Project & System Specialist

Job Title: CoC Program and Systems Specialist

Implementation: Wisconsin Balance of State Continuum of Care

Reports To: Monitoring and Compliance Manager

FLSA Status: Exempt

Work Setting: Remote

Position Summary:

The CoC Program and System Specialist plays a key dual role within the Balance of State Continuum of Care (BoS CoC), supporting both system-level homelessness response efforts and project performance, monitoring, and evaluation activities. This position provides technical assistance, oversight, and monitoring to HUD-funded projects and direct grantees while also supporting the implementation and ongoing success of the Youth Homelessness Demonstration Program (YHDP).

The Specialist works collaboratively with providers, stakeholders and community partners to strengthen project outcomes, ensure compliance with federal requirements, and promote effective, coordinated, and equitable homeless response practices. Responsibilities include project monitoring, performance analysis, technical assistance, data-informed decision-making, system planning, and continuous quality improvement efforts designed to improve housing stability and outcomes for people experiencing homelessness.

This position is ideal for a mission-driven professional with strong analytical and organizational skills, exceptional attention to detail, and a commitment to advancing equitable solutions to homelessness through collaboration, accountability, and continuous system improvement.

Essential Job Functions

1. Assist with Youth Homelessness Demonstration Program (YHDP) grants, including applications, budgets, contracts, agreements, renewals, reporting, monitoring responses, and audit preparation.

2. Review and approve monthly reimbursement requests to ensure expenses are allowed, properly documented, within budget, and meet grant requirements.

3. Provide training, guidance, and ongoing support to funded agencies and community partners to help them meet grant requirements, manage spending, and achieve program goals.

4. Support planning and improvements to the homeless response system, including housing navigation, youth-focused services, crisis response, and efforts to improve access to housing and services.

5. Stay up to date on federal regulations, HUD guidance, and Continuum of Care (CoC) requirements to help ensure agencies follow current policies and procedures throughout the WIBOSCOC.

6. Assist the Monitoring and Compliance Manager with agency reviews, risk assessments, site visits, corrective action plans, and follow-up to ensure compliance with federal and state requirements.

7. Review program data to identify trends, measure results, and help agencies improve housing stability, service coordination, program effectiveness, and overall system performance.

8. Work with community coalitions, service providers, youth partners, people with lived experience, and other stakeholders to identify service gaps and improve local homelessness response efforts.

9. Help organize CoC committees, workgroups, training sessions, and community meetings focused on improving coordination, expanding housing options, and reducing barriers to services.

10. Support statewide CoC projects, coalition activities, strategic planning, committee coordination, and planning for the annual statewide conference.

11. Maintain accurate grant records, program files, monitoring documents, and reports in accordance with organizational, state, and federal requirements.

12. Perform other duties as assigned.

CoC Program and Systems Specialist

Education and Qualifications

• Bachelor’s degree in public administration, social work, human services, or a related field; however, ICA values practical and/or lived experience and recognizes that it can often provide the skills and knowledge needed for this role. Therefore, equivalent professional and/or life experience(s) is always considered in lieu of formal education.

• Minimum of two years in a role involving project coordination, administrative support, or homelessness/housing systems work.

Background and Knowledge

• Experience working with or within a Continuum of Care or homelessness services system.

• Familiarity with HUD funding programs (e.g., CoC Program, ESG, HMIS) and related regulations.

• Knowledge of Homeless Management Information Systems (HMIS) or coordinated entry processes.

• Experience working in a remote or geographically dispersed team environment.

Professional Skills

• Strong organizational skills with the ability to manage multiple priorities simultaneously, anticipate and meet deadlines. This includes the ability to learn quickly and regularly produce high quality work products in a deadline-driven environment.

• High level of comfort with Microsoft Office Suite, virtual meeting platforms (Zoom, Teams), and cloud-based tools (e.g., Google Drive, SharePoint).

• Excellent written and verbal communication skills, with strong attention to detail.

  • Ability to work independently and effectively, collaborate on a team, and demonstrate professionalism

  • Comfortable taking initiative, be a problem solver and solution generator

Physical Requirements:

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. Reasonable accommodations may be made to enable individuals with disabilities to successfully perform the essential functions.

• 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.

Travel and Work Schedule:

• This position is fully remote; however, the employee must reside within the state of Wisconsin or reside within 30 miles of the border.

• Travel to required meetings and/or to participate in or support industry conferences or WIBOS and/or ICA-sponsored events may occur throughout the year. Travel is estimated at approximately 1-15% of the time and may include overnight stays.

• Schedule may fluctuate based on workload.

This job description is the official and sole approved description for this position. It has been reviewed and authorized by the undersigned member of the Executive Team.

Approved by:

Signature: ____________________________________________________________________________

Name: _______________________________________________________________________________

Title: ________________________________________________________________________________

Date: ________________________________________________________________________________

The Institute for Community Alliances (ICA) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.