HMIS Program Admininstrator
GRACE Marketplace
Job Description
Job Description
The HMIS Program Administrator plays a critical role in supporting GRACE Marketplace’s mission to end homelessness through high-quality data, cross-departmental collaboration, and direct guest interaction during shelter intakes and entries.
This position is responsible for overseeing GRACE’s use of the Homeless Management Information System (HMIS) while ensuring that shelter entries are completed accurately and professionally. As the official Agency Administrator for HMIS, this role ensures data integrity, system compliance, and up-to-date reporting standards across GRACE. High-quality HMIS data is essential to accurately track services, demonstrate impact, support funding, and improve housing outcomes for the individuals we serve.
The HMIS Program Administrator also serves as a liaison to the Continuum of Care (CoC), participates in system-level reporting, and collaborates regularly with GRACE’s Management Team and HMIS users—including shelter staff, housing and outreach teams, and case managers—to support agency-wide compliance and data coordination. This is a dynamic role that blends technical systems management with hands-on service to guests.
Primary Responsibilities
This position is responsible for overseeing GRACE’s use of the Homeless Management Information System (HMIS) while ensuring that shelter entries are completed accurately and professionally. As the official Agency Administrator for HMIS, this role ensures data integrity, system compliance, and up-to-date reporting standards across GRACE. High-quality HMIS data is essential to accurately track services, demonstrate impact, support funding, and improve housing outcomes for the individuals we serve.
The HMIS Program Administrator also serves as a liaison to the Continuum of Care (CoC), participates in system-level reporting, and collaborates regularly with GRACE’s Management Team and HMIS users—including shelter staff, housing and outreach teams, and case managers—to support agency-wide compliance and data coordination. This is a dynamic role that blends technical systems management with hands-on service to guests.
Primary Responsibilities
- Serve as GRACE’s designated Agency Administrator for the HMIS system, maintaining compliance with all CoC policies and protocols. Stay up-to-date on HMIS requirements and attend all required CoC training, meetings, and technical updates.
- Manage HMIS user access, training records, and license tracking; support onboarding and troubleshooting for internal users. Collaborate with GRACE’s Management Team, shelter staff, and case managers to ensure proper use of HMIS workflows, forms, and reporting tools.
- Conduct daily shelter intakes and bed entries with guests in a friendly, trauma-informed, and professional manner.
- Monitor and enforce data quality standards across all GRACE programs; regularly audit records for accuracy, completeness, and consistency.
- Ensure project configurations align with CoC and HUD standards (e.g., funding sources, bed counts) and promptly report any security or data access concerns to the HMIS Lead Agency.
- Participate in system-wide reporting efforts in coordination with the CoC, including data requests related to funding, performance, and compliance.
- Assist with data needs for grants, funding proposals, and performance metrics as directed by leadership.
- Support internal data collection and analysis efforts to better understand guest demographics, history, and trends in the service population.
Additional Responsibilities
- Support agency participation in Continuum of Care (CoC) initiatives, including the annual Point-in-Time (PIT) Count, monitoring visits, and system evaluations.
- Assist with special projects or cross-departmental initiatives as needed.
- Perform other duties as assigned to support the success of GRACE programs.
Qualifications
- Bachelor’s degree required in a relevant field; equivalent experience may be considered. -Proficiency in Microsoft Excel or Google Sheets (e.g., formulas, filters, or pivot tables) required.
- Strong attention to detail, organizational skills, and ability to manage confidential data.
- Works well independently and in collaboration with internal teams and outside partners.
- Prior experience with HMIS, case management systems, or program data strongly preferred; training will be provided for the right candidate.
- Experience in housing or social services, especially with underserved groups, is a plus.
- Must complete HMIS user certification and maintain an active license through required training and regular system use.
- Must pass a Level 2 background screening.
Physical, Mental, & Emotional Demands
GRACE follows a Housing First philosophy—every intake, data entry, and guest interaction plays a part in ending homelessness. While this position is primarily office-based, it may include light physical demands such as walking across GRACE’s 23-acre campus, sitting for extended periods, and occasionally lifting up to 25 lbs. The role also requires attention to detail, multitasking, and regular interaction with people experiencing homelessness, trauma, and/or systemic barriers. A strong sense of professionalism, empathy, personal boundaries, and self-care is essential.
Workplace Culture
GRACE is an exciting, fast-paced organization filled with some of the best people you could ever hope to meet. All of our programs - day services, permanent housing, emergency shelter, volunteers, and more - are organized around three core values: Safety, Impact, and Respect. We’re on a mission to end homelessness, and we’re always looking for new and innovative ways to improve what we do. GRACE offers opportunities to make your work schedule fit your life.
Salary & Benefits
Reports to: Chief Operations Officer
Status: Full Time / Non-Exempt
Benefits: Eligible for Health, Dental, and Life Insurance
Salary: $20 - $24 hour, commensurate with experience and qualifications
GRACE follows a Housing First philosophy—every intake, data entry, and guest interaction plays a part in ending homelessness. While this position is primarily office-based, it may include light physical demands such as walking across GRACE’s 23-acre campus, sitting for extended periods, and occasionally lifting up to 25 lbs. The role also requires attention to detail, multitasking, and regular interaction with people experiencing homelessness, trauma, and/or systemic barriers. A strong sense of professionalism, empathy, personal boundaries, and self-care is essential.
Workplace Culture
GRACE is an exciting, fast-paced organization filled with some of the best people you could ever hope to meet. All of our programs - day services, permanent housing, emergency shelter, volunteers, and more - are organized around three core values: Safety, Impact, and Respect. We’re on a mission to end homelessness, and we’re always looking for new and innovative ways to improve what we do. GRACE offers opportunities to make your work schedule fit your life.
Salary & Benefits
Reports to: Chief Operations Officer
Status: Full Time / Non-Exempt
Benefits: Eligible for Health, Dental, and Life Insurance
Salary: $20 - $24 hour, commensurate with experience and qualifications
About GRACE Marketplace
JOIN OUR TEAM! GRACE
Marketplace is the only low-barrier, one-stop homeless shelter in North Central Florida. Each member of our team is dedicated to one mission – ending homelessness. Our core values of safety, impact, and respect drive our approach to serve our guests each day.
GRACE is an equal opportunity employer, and provides health and dental insurance, generous PTO, and the best team you could ever hope to work with!
Whether you're looking for career opportunities or an internship, we invite you to join our team today if you're ready to end homelessness in Alachua County!
GRACE Marketplace is an Equal Opportunity Employer.
Marketplace is the only low-barrier, one-stop homeless shelter in North Central Florida. Each member of our team is dedicated to one mission – ending homelessness. Our core values of safety, impact, and respect drive our approach to serve our guests each day.
GRACE is an equal opportunity employer, and provides health and dental insurance, generous PTO, and the best team you could ever hope to work with!
Whether you're looking for career opportunities or an internship, we invite you to join our team today if you're ready to end homelessness in Alachua County!
GRACE Marketplace is an Equal Opportunity Employer.
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