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HMIS Configuration Supervisor

4 months ago

Philadelphia, United States PHMC Full time
PHMC is proud to be a leader in public health. PHMC requires that all employees are fully vaccinated with the Covid-19 vaccine before the first day of employment. We will provide the Vaccination at one of the Centers at no cost.

Agency Description:

The mission of the Office of Homeless Services (OHS) is to make homelessness rare, brief and non-recurring. OHS works collaboratively with a broad-based network of public and private providers focused on utilizing practices that are informed by data, honor the different perspectives of all stake holders and are trauma informed. OHS works to maximize resources while monitoring emerging trends, tracking progress and shifting priorities as needed. OHS is the lead agency in Philadelphia for the Continuum of Care and the lead for the US Department of Housing and Urban Development (HUD) mandated Homeless Management Information System (HMIS). Through the HMIS, data on homelessness is collected and reported including participant counts, use of services and effectiveness of local homeless assistance. The HMIS also enables OHS to participate more fully with other City of Philadelphia Health and Human Services departments to identify areas where we can collectively improve coordinating efforts to better help our most vulnerable citizens. In addition, through the HMIS, OHS will be able to comply with data reporting requirements of other federal partners such as the Veterans’ Administration and Runaway Homeless Youth.

Position Summary:

The HMIS Configuration Supervisor is responsible for effective HMIS configuration needs as it pertains to the Philadelphia HMIS system, including maintenance of HMIS software and related infrastructure. HMIS Configuration is influenced by Philadelphia HMIS Governance Charter and Appendices and other community-based needs identified through reporting and service delivery needs. The HMIS Configuration Supervisor has primary responsibility for the oversight of beta project development, HMIS user relations, content capacity building, compliance reviews, and cross system collaboration pertaining to HMIS requirements. This role works with the HMIS vendor to ensure configuration needs are met. This employee will report to the Deputy of Policy, Planning and Performance Management.

Essential Functions:

This position will ensure HMIS activities and data entry for compliance to HMIS data standards are met; integrate the needs of new programs (e.g., VA) in HMIS; co- lead Eccovia meetings with the Director of Performance Management.

The Content and Configuration Supervisor would be responsible for the maintenance, implementation, and quality of the HMIS database; perform system needs analysis and HMIS configuration planning; compile HMIS configuration requests asked by staff/providers; help determine feasibility of requests and prioritize the projects to be done and assign projects within the team.

The role would be responsible for overseeing all aspects of the HMIS network administration are done (contract, standards, etc.) and comparable HMIS systems for Victim Service Provider agencies. Confer with network users about how to solve existing system problems; provide advanced HMIS technical support to users, when needed. Additional tasks consist of assisting with Data Licensing Agreements (DLAs) with Law, Institutional Review Board (IRB) process, attend HHS Business Users of Data (HHS BUD) meeting with Director of Performance Management, ensure travel arrangements for conferences are done for the team, attend P3 management meetings, all staff and other meetings.

HMIS Content Development:

HMIS configurations

  • Collaborate with the HMIS Lead and the CoC Performance Management and Training Units in the development of appropriate training and guidance materials to support internal and external staff in understanding and meeting performance level standards.
Develop configurations for new stakeholders into HMIS (such as Veterans, etc.)
  • Monitor and measure deliverables and other required activities associated to ensuring users receive the proper HMIS related trainings.
  • Configuration of provider specific reporting and workflow design to improve efficiency of data collection procedures.
  • HMIS software Infrastructure improvements for the CoC’s coordinated entry process (such as virtual community by name list, eligibility automation, etc.)
Core Competency Content Development

Assist in the development of core competency content for service provider agencies and OHS staff.

Data Sharing Coordination:
  • Configuration redesign of HMIS privacy and security infrastructure for client authorization data sharing requirements.
  • Participate in the collaboration of all inter-agency electronic data sharing protocols and activities, including the data exchanges utilized by HUD and Federal Partners and the local CARES data management system.
  • Ensure correct file formats (XML, CSV, etc.) and functionality for data exchange and data sharing are available and functioning within the software.
Technical Assistance:
  • Offer advanced HMIS technical support and play an integral role in supporting the development and implementation of program and system-level performance standards as stated in the Data Quality Improvement Plan.
  • Integrate configurations of the infrastructure to allow new stakeholders into HMIS meet funding/ reporting requirements (such as Veterans, PATH, HOPWA, etc.)
  • Respond to technical assistance questions from service providers in a timely manner via phone, email, and virtual support.
Policy and Procedural Development
  • Provide, develop and maintain guidance for up to data training materials and guides related to the PhilaHMIS Governance Charter and Appendices.
  • Review training materials and guides to ensure compliance with all applicable federal, state and local privacy statutes and regulations as it relates to HMIS configurations.
Competencies, Knowledge, Skills and Abilities:

The candidate should possess the following qualities:
  • Knowledge of and experience with HMIS is required; experience with ClientTrack is preferred
  • Knowledge of federal HMIS regulations
  • Strong management experience plus experience working with HMIS databases.
  • Strong technical, analytical, communication & organizational skills.
  • Ability to work independently and as part of a team.
  • Ability to effectively multi-task and problem-solve.
  • Ability to quickly and effectively learn new software.
  • High level of customer focus.
  • Proficient in data entry and database management software
  • Understanding of SQL and relational databases (i.e. – Tableau, PowerBI)
  • Excellent project management skills
  • Must possess strong analytical skills and be detail-oriented
  • Project management experience evidenced by strong organizational skills, attention to detail, ability to multi-task and manage multiple deadlines in a fast-paced environment
  • Experience with data tracking, analysis, reporting and program evaluation
  • Ability to work independently and in teams to accomplish goals and drive outcomes
  • Excellent interpersonal skills and a collaborative working style
  • Excellent computer skills and proficient Microsoft office suite programs. Including but not limited to Excel, Word, Outlook, Access, PowerPoint and Microsoft Teams
  • Excellent communication skills both verbal and written
ABILITY TO:
  • Analyze and resolve complex problems.
  • Present ideas effectively and clearly both orally and in writing.
  • Ability to establish and maintain effective working relationships with associates and departmental officials.
Qualifications (Education and Experience):
  • Bachelor’s Degree required; Master’s Degree preferred in a related field and four (4) years’ work experience; or an equivalent combination of education and experience deemed to be adequate.
  • Previous experience in working with a Homeless Management Information System (HMIS) preferred. Understanding of homeless services/poverty/low-income housing and best practices in ending homelessness preferred.


Additional Information:

Salary: $80,000

Position: Open until filled.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status.

If you are interested, please email cover letter and resume to MaryBeth Gonzales at MaryBeth.Gonzales@phila.gov