Outreach Data and Administration Manager

3 weeks ago

Boston, United States Pine Street Inn Full time
SCHEDULE: 40 hours, Monday-Friday, 8:00 a.m. - 4:30 p.m., evenings and weekends as needed

Pays $31.91 per hour

LOCATION: Office located at 105 Chauncey Street

JOB DESCRIPTION:

SUMMARY OF POSITION:

The Outreach Data and Administration Manager oversees PSl's Outreach Homeless Management Information System (HMIS) program level data processes, program training and overall data compliance to ensure that the program delivers meaningful and accurate data for operations, housing placement, contract compliance and reporting.

The Outreach Data and Administration Manager is directly responsible for producing data reports to assist in meeting reporting requirements and for suggesting, maintaining, and updating standard reports that PSI managers and supervisors can use to monitor program performance and contract compliance.

The Outreach Data and Administration Manager will also provide administrative support to the Director of Daytime Outreach as well as provide oversight related to purchasing, managing vendor relationships, inventory of supplies, program petty cash, gift cards and guest mail service among other duties as assigned.

This key position will interface with other elements of PSI's Outreach programs including the nighttime Outreach Van, PSI Housing Placement programs, PSI Housing, PSI's Department of Program Evaluation, the Boston Housing Authority, the City of Boston's Mayor's Office of Housing, MA Department of Mental Health, and Boston Health Care for the Homeless to achieve optimal collaboration.

REQUIREMENTS:

QUALIFICATIONS:

EDUCATION/TRAINING

REQUIRED:
  • Bachelor's Degree in a related field or equivalent experience in HMIS or related systems
  • Three to five (3 - 5) years of database and/or administrative experience, preferably in human services.
  • A valid Massachusetts Driver's License in good standing
PREFERRED:
  • Master's Degree in a related field
KNOWLEDGE/EXPERIENCE:

REQUIRED:
  • Demonstrable proficiency in office software and equipment including Microsoft Office Products (Word, Excel, and Outlook), internet use, telephone systems, and copy/scanner machines.
  • Excellent organizational, communication, and interpersonal skills
  • High standards of accuracy and attention to detail
PREFERRED:
  • Proven experience in matrix-managing projects that involve numerous stakeholders.
  • Demonstrable knowledge of federal, state, and community regulations governing data collection on the homeless.
PHYSICAL ABILITIES/SKILLS:

REQUIRED:
  • Ability to respond quickly to crisis
  • Ability to travel to and access multiple sites on the streets and within the community
MENTAL ABILITIES/SKILLS:

REQUIRED:
  • Strong interpersonal communication skills,
  • Ability to model teamwork, dialogue, empowerment, healthy boundaries, time management and other supportive skills
  • Ability to work collaboratively as a member of cross-functional teams
  • Ability to function under pressure in a fast paced human service environment
  • Must have highly developed professional ethics to maintain appropriate boundaries and set limits fairly and consistently
ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

Data Oversight and Reporting:
  • Oversees accurate staff data collection, reporting, and data quality
  • With program directors/managers, creates, troubleshoots, and revises as needed processes and procedures to ensure timely, accurate data entry, including the design and delivery of visual and textual support materials tailored to different learning styles.
  • Ensures data integrity via audits, such as for duplicate or other erroneous entries, and provides feedback and re-training to staff
  • Designs training, in consultation with DPE, and trains supervisor level and front line end users in data security and confidentiality requirements ensuring appropriate use and disclosure of HMIS data.
  • Proactively and regularly evaluate program progress and performance and implement changes as needed.
  • Coordinate tracking of clients, run relevant reports including CAPERS, APRs, Roster Reports, Service Notes, and Housing Placement
  • Support organizational and department efforts pertaining to diversity, equity and inclusion.
  • Attend appropriate internal and external meetings
  • Perform other related duties as requested/directed by supervisor
Administration:
  • Ensure policies, procedures, forms and internal controls are followed.
  • Work with program staff and partners to maintain vendor relations, including processing new vendor forms, receiving 1099-MISC tax information, and checking that vendors are eligible and have not been debarred from contracts with the United States and Commonwealth of Massachusetts
  • Assist program staff, partners and the PSI purchasing department to order, coordinate, and deliver furniture and other resources necessary to assist guests move into permanent housing
  • Participate in internal program audits and complete regular file reviews for program and financial compliance
  • Order/ pick up and maintain program supplies including ordering, tracking and distribution of program gift cards and other miscellaneous client assistance such as MBTA passes
  • Run financial and program reports on guest assistance and distribute to program management
  • Provide day to day administrative and clerical support to the Director
  • Maintain a well-organized and efficient office, including the establishment, implementation and maintenance of office systems that assist in effective program operation, program logistics, administrative, project and meeting management, meeting and document research preparation and distribution, internal and external constituent stewardship, and numerous administrative tasks including meeting scheduling and attendance, note taking, filing, report development and communications.
  • Respond to phone calls and "walk-up" visits from clients, redirecting to appropriate staff.
Safety and Security:
  • Work to ensure that staff implement required safety/hazard policies and procedures.
  • Follow Department protocols regarding safety in client interactions.


INTERNAL CANDIDATES INTERESTED IN APPLYING FOR THIS POSITION, PLEASE SUBMIT A PROMOTION/TRANSFER APPLICATION TO THE HUMAN RESOURCES DEPARTMENT WITHIN 10 DAYS OF POSTING.

Pine Street Inn is an Equal Opportunity/Affirmative Action Employer.

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