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Pine Street Inn HMIS Administrator in Boston, Massachusetts

HMIS Administrator

Department: Strategic Initiatives/Program Evaluation

Office: 444 Harrison Avenue

Location: Boston, MA

Position Type: Administrative

Hours/Shift: Morning - First Shift

Employee Type:: Regular Full-time


SCHEDULE: 40 hours, Monday - Friday, 8:30am - 5:00pm. This position is not essential in the event of an emergency affecting agency operations.

LOCATION: 444 Harrison Ave., Boston, MA 02118. This position is fully remote with some occasional onsite meetings required.



The Homeless Management Information Systems (HMIS) Administrator has primary responsibility for ensuring high quality data collection and reporting for Pine Street Inn-s programs. Under the leadership of the Associate Director of HMIS, the incumbent is responsible for ensuring systems are in place to promote excellent data quality, and reports to assist in meeting reporting requirements. The incumbent provides training, support and coaching to new staff and technical assistance when needed regarding accurate and timely data entry into our HMIS and other mandated reporting programs. The incumbent suggests improvements in data collection processes and systems, including property management data, with the end of promoting mission-driven programming. The incumbent provides on-going maintenance of various program lists, records and other program data as required. These responsibilities are across the entire agency though the position provides key support to the Supportive Housing Department.


The person in this position must have a clear commitment to the population we serve and be able to work as part of a team.




  • Bachelor-s Degree

  • One to two (1 - 2) years of database applications and administrative experience, preferably in human services

  • Proficiency in office software and equipment including Microsoft Office Products (Word, Excel, and Outlook), internet use, telephone systems, and copy/scanner machines


  • Master-s Degree with two to four (2 - 4) years of database applications and administrative experience, preferably in human services, and training in program evaluation, research methods, or program management, or equivalent professional experience.

  • Experience training or teaching others

  • Experience with Clarity (BitFocus) or other HMIS, Electronic Health Record systems, or other complex case management software.



  • High level of computer proficiency in database systems, including data entry, maintenance, quality assurance and report writing.

  • Strong verbal and written communication skills.

  • Strong project management and analytical thinking skills

  • Experience with outcome-based programming, evaluation, and an ability to analyze data to identify trends and variance from established goals.


  • Experience working with homeless individuals with untreated mental illness and addictive disorders

  • Experience with project or workflow management

  • Experience identifying, proposing, and implementing process changes

  • Understanding of U.S. Department of Housing & Urban Development regulations

  • Bilingual/Bicultural (Spanish or Haitian Creole)

  • Experience with complex federal/state reporting protocols such as HUD, VA, USDA, HHS



  • Ability to work at a computer and use a phone for extended periods of time.

  • Ability to respond safely and quickly in case of emergency situations.



  • Ability to manage an array of difficult tasks at the same time.

  • Ability to work with and train coworkers from diverse backgrounds and varying levels of technical proficiency.

  • High standards of accuracy and attention to detail.

  • Demonstrated ability to utilize tact and diplomacy in interactions with coworkers, external agency and non-profit partners, vendors, and PSI leadership to further the core values of the Inn.

  • Demonstrated interest in issues affecting the homeless, mentally ill, and other vulnerable populations, and ability to work on their behalf with high cultural sensitivity.

  • Highly developed professional ethics, and the ability to maintain appropriate boundaries with program participants, staff, landlords, management agent staff, etc. and to support the work of a team.

  • Skills to gather and compile information and statistics for ad hoc reports to management.

  • Ability to analyze data to identify patterns, potential errors, and other significant information relevant to data quality, training, and other issues impacting reporting and compliance.

  • Demonstrated experience as a self-starter; ability to work independently with limited supervision and as a member of an interagency/interdisciplinary team.

  • Contribute to the overall integration and success of the department by being a team player, accepting and offering guidance as appropriate, participating in PSI activities and trainings as requested, and promoting organizational integration based on the mission, vision and values.


    Data Collection and Reporting:

  • In consultation with the Associate Director, HMIS, supports data collection processes to capture measures that are aligned with Pine Street Inn-s value that data informs the organization-s decisions and practices.

  • Monitors and facilitates the HMIS account user requests system to assist PSI staff in accessing HMIS in a timely fashion. Provides tailored support to staff as needed and, in conjunction with Associate Director, HMIS, works collaboratively with the Mayors Office of Housing (MOH) HMIS lead to address barriers.

  • Supports the Associate Director, HMIS in creating and maintaining tips, tool kits and other technical supports for staff to enter data in HMIS.

  • Monitors timely data entry into HMIS by program staff to ensure data quality and accuracy. Sends monthly, quarterly, and annual reports to supervisors on data entry.

  • Stays current on the Boston Homeless Continuum of Care (CoC) and the Balance of State CoC-s data requirements and supports PSI staff to meet them.

  • Assists in the development of recommendations for changes to HMIS requirements and/or systems as needed to support PSI staff, guests, clients and tenants.

  • Serves as a liaison to the Supportive Housing Department to identify and implement data collection improvements and assists in communicating changes in data management systems. Collaborates with all staff and the leadership team to better understand their work. Develops measures to connect this work to progress towards meeting the Supportive Housing Department-s mission, particularly:

  • Maintains competent use in relevant PSI data systems including, HMIS, VESTA, SharePoint, and other systems as applicable to provide integrated data quality management.

  • Researches, designs, implements, and maintains - in collaboration with the Supportive Housing Department - improved HMIS interfaces to increase the comfort of, and information available to, staff and supervisors.

  • Supports program efforts to maximize data quality by producing and disseminating weekly, monthly, and quarterly reports regarding data quality and completeness.

  • Assists in preparing for monitoring visits from funders.

  • Collaborates with the Director of Housing Services, Associate Director of HMIS, and others to support timely and high-quality data entry into VESTA, the HMIS of the MA Balance of State Continuum of Care.

  • Serves as data point-person for sub-grantees (such as MetroHousing Boston) and provides/requests HMIS data as needed

  • Tracks and produces standard government reports such as the HUD Annual Performance Reports.

  • Conducts data entry in HMIS and other data bases as needed.

  • Supports research studies by Pine Street Inn-s Evaluation Department and external researchers, and collaborates with partners to understand best practices in the performance management field.

  • Assists program leadership in monitoring funding and reporting requirements of each program through the maintenance of various databases.

  • Assists in the data reporting, analysis and evaluation for Advancement Department grants

  • Develops new reports, and other enhancements to HMIS as requested by Supportive Housing administrative staff.


  • Demonstrates strong work ethic and commitment to PSI-s core values.

  • Is responsible for one's own work and behavior while at work. Meets PSI Attendance Policy. Gives credit and acknowledges contributions and efforts of other staff and team members.

  • Analyzes and synthesizes information from diverse sources to understand issues, identify options, and support sound decision making. Thinks several steps ahead in deciding on best course of action, anticipating likely outcomes.

  • Works in a conscientious, consistent and thorough manner. Demonstrates concern for thoroughness and accuracy.

  • Follows up to ensure tasks are completed and commitments are met by others. Verifies that work has been done according to procedures and standards.

  • Takes personal responsibility, with guidance, for small, straightforward projects, involving coordination with others. Assumes personal responsibility for specific, straightforward components of larger projects.

  • Identifies problems and alternate solutions, considering applicable precedents and weighing the advantages and disadvantages of alternative approaches. After implementation, evaluates the effectiveness and efficiency of solutions.

  • Promotes a professional, welcoming, trauma-informed office environment.

  • Protects confidential information and adheres to Pine Street Inn-s policies and procedures.

  • Serves as a point of contact for staff with data related requests or needs.

  • Participates in team meetings and other meetings as assigned and records minutes as appropriate.

  • Accepts supervision and guidance and actively participates in efforts to improve quality of performance.

  • Upholds the rights of all persons served. Is continually aware of these rights and acts in accordance with these rights.

  • Interacts with guests, clients, and tenants in ways which establish a climate of respect for human dignity.

  • Creates an environment of customer service where staff has access to ask questions, receive guidance, or address issues with data.

  • Works cooperatively with representatives of all PSI departments, including but not limited to the Supportive Housing Department, Development and External Affairs, Finance, ITS, and Human Resources.

  • Represents the Evaluation Department and the whole agency in a professional manner in all contacts with representatives of other agencies.

  • Coordinates and leads quarterly Super Users meetings and trainings as needed


    Pine Street Inn is an Equal Opportunity/Affirmative Action Employer