Planning Coordinator, HMIS

Description

REPORTS TO: Director of Information Systems

STATUS: Non-Exempt, hourly, full-time

LOCATION: Chicago, Illinois  (currently hybrid remote/in-office schedule) 

SALARY RANGE: $47,009 - $62,370 (range commensurate with experience)

ABOUT ALL CHICAGO MAKING HOMELESSNESS HISTORY (ALL Chicago MHH):

All Chicago MHH’s mission is to unite our community and resources to provide solutions that ensure and sustain the stability of home. On any given night, nearly 12,000 Chicagoans do not have a place to call home. These are our neighbors and together we can ensure that we all have stable homes.

All Chicago MHH prevents and ends homelessness through emergency financial assistance, community partnerships, data analytics, and training and research. We strengthen our community’s collective efforts to prevent and end homelessness, guided by a vision of impact, influence, and inspiration. As our name implies, All Chicago MHH brings together homeless service providers, non-profit partners, donors, and people with the lived experience of homelessness in a strategic effort to make homelessness history in Chicago.

All Chicago manages the Homeless Management Information System (HMIS), a system which manages data on Chicagoans experiencing, or at risk of, homelessness and the services they receive. Our team supports more than 1000 individuals with training, helpdesk services, and running and interpreting reports. Chicago also leverages this data to drive allocation decisions, set strategy and policy, and monitor progress toward ending homelessness.

We bring a sense of collaboration to our work and actively seek solutions through partnership! Come to work with passionate, like-minded colleagues in a supportive environment as we help end homelessness. Learn more at www.allchicago.org.

Position Summary:

The HMIS Planning Coordinator plays a pivotal role in facilitating administrative tasks that ensure smooth departmental operations and successful completion of projects related to the Homeless Management Information System (HMIS). Routine duties for the position would include maintaining documentation, tracking project plans, facilitating meetings, and distributing relevant communications. The Planning Coordinator may also perform some system maintenance, reporting, and Help Desk support tasks appropriate to the scope of the role.

Position responsibilities and work volume will be established and evaluated through ongoing supervision, annual reviews, and the development of an annual professional development plan.

Position Responsibilities:

Project Coordination:

• Develop project documentation such as charters and project plans as appropriate for the size of a project
• Provide regular status reports to project team and sponsors
• Schedule team meetings, produce and distribute meeting minutes
• Track project progress against plan and distribute timely updates
• Create communication plan for community project awareness and implementation
• Identify risks and barriers to successful completion and report to management for mitigation
• Perform project closure review and reporting

Department Administration:

• Assist with creating annual calendar of department events
• Maintain department documentation libraries
• Distribute community messaging related to regularly scheduled events
• Schedule planning meetings related to regular department events
• Track milestones related to regular events to ensure target dates are met

System Maintenance, Reporting, Help Desk Support:

• Perform system maintenance duties as needed to assist with project and event completion
• Monitor and respond quickly and effectively to relevant requests received through the helpdesk
• Interact professionally and cordially with community members to address their concerns and issues
• Create and maintain custom reports as required and directed

Other duties:

• Support other functions on the Team
• Actively participate in department and agency meetings
• Communicate effectively with management, peers, and partners in written, oral, video, and in-person communications
• Understand agency and departmental goals and priorities and utilize resources effectively
• Other duties as assigned

Requirements

Successful candidates will demonstrate commitment to preventing and ending homelessness in Chicago along with the following:

• Two years of overall relevant work experience or a college degree in Information Systems, Computer Science, Communications, Business or a related field
• One year of experience performing maintenance or administration in an enterprise-level software application
• Experience with project management tools such as Microsoft Project, Planner or equivalent
• Knowledge of project management methodologies
• Proficient with Microsoft products including Excel, Word, PowerPoint, Outlook, and SharePoint
• Excellent communication skills; ability to convey information in a clear and concise manner
• Demonstrated ability to relate to multiple levels of user skill sets and effectively convey application use material
• Self-motivated with the ability to prioritize, meet deadlines and manage changing priorities
• Proven ability to be flexible and work hard, both independently and in a team environment
• A strong work ethic, integrity, and the highest ethical standards are expected