CES Administrator

The Coordinated Entry System (CES) Administrator serves as the primary lead for the operation, compliance, and continuous improvement of the local Continuum of Care (CoC) Coordinated Entry process, known locally as Heart to Home. This role ensures that the CES meets all requirements established under 24 CFR 578.7(a)(8) and HUD Notice CPD-17-01, providing trauma-informed and accessible pathways for individuals and families experiencing homelessness to be assessed, prioritized, and referred to appropriate housing and services across the CoC's geographic area.

Responsibilities This job description should not be interpreted as all-inclusive. The incumbent may be requested to perform job-related responsibilities and tasks other than those listed herein.

CES Operations & Access

• Oversee and maintain all CES access points, ensuring the Coordinated Entry System is well-advertised, easily accessible, and covers the full CoC geographic area per HUD requirements.
• Administer and maintain the By-Name List (BNL), ensuring individuals experiencing homelessness are prioritized based on vulnerability, acuity, and length of homelessness consistent with HUD prioritization requirements.
• Administer standardized assessment tool(s) and ensure consistent, person-centered, trauma-informed application across all access points.
• Coordinate and facilitate weekly case conferencing to resolve gaps in service, prioritize high-acuity clients, and match individuals to available housing resources.
• Ensure diversion strategies are consistently employed at all access points to prevent unnecessary entries into the homeless response system.
• Maintain a confidential, accurate, and complete client record system in HMIS in accordance with HUD data standards and applicable privacy laws.
• Manage the CE phone line / centralized intake process and coordinate with community partners for consistent intake protocols.

Training, Community Liaison & Capacity Building

• Develop and deliver onboarding and ongoing training for all CES assessors and partner agencies across the CoC, including training on assessment tools, HMIS data entry, prioritization criteria, and HUD policy updates.
• Serve as the primary point of contact and subject matter expert for CE across the CoC, ESG partners, victim service providers, mainstream service providers, and community stakeholders.
• Participate in and present at CoC governance meetings, subcommittees, and community partner meetings to educate stakeholders on CES policies and outcomes.
• Develop, maintain, and update a comprehensive community resource guide for individuals and families experiencing homelessness across the CoC's service area.
• Supervise and provide day-to-day guidance to CE Assessors or CE Assistants (if applicable).

Data, Reporting & Continuous Improvement

• Collect, analyze, and report CES performance data including average time from identification to housing placement, By-Name List trends, assessment volumes, referral outcomes, and system gaps.
• Generate and submit required weekly, monthly, and annual reports to CoC leadership, HUD, Prosper Waco leadership, and other funders as assigned.
• Use data to evaluate CES effectiveness, identify disparities in access or outcomes, and drive equity-focused system improvements.
• Identify and recommend changes to CES processes, assessment tools, or policies based on performance data, HUD guidance updates, and community feedback.
• Maintain documentation sufficient to demonstrate compliance during HUD monitoring reviews or desk audits.

HUD Compliance & System Governance

• Ensure the CES meets all minimum regulatory requirements under 24 CFR 578.7(a)(8) and HUD Notice CPD-17-01, including full geographic coverage, standardized assessment, and documented written policies and procedures.
• Complete and submit the annual CoC Coordinated Entry Self-Assessment (CESA) and implement corrective actions identified.
• Ensure the CES complies with HUD's Equal Access Rule (24 CFR 5.105(a)(2)) and all applicable fair housing, ADA, Section 504, Title VI, and VAWA non-discrimination requirements.
• Maintain and update written CES policies and procedures in alignment with HUD guidance, including written standards for prioritization, referrals, and DV/survivor-specific accommodations.
• Coordinate with the HMIS Administrator to ensure CES data collection and sharing meet HUD HMIS Data Standards and applicable privacy rules (24 CFR Part 578.103).
• Coordinate with ESG recipients operating within the CoC's geographic area to ensure aligned access, assessment, and referral processes per 24 CFR 576.400(d).

Administrative

• Prepare and maintain accurate records, correspondence, and documentation related to CES operations.
• Attend relevant conferences, trainings, and webinars to remain current on HUD guidance, HMIS standards, and best practices in coordinated entry.
• Perform other duties as assigned.

Work is primarily performed in a standard office environment. Duties are generally performed while seated at a computer workstation, with occasional periods of standing, walking, or travel to partner agencies or community meetings.

Do you have experience in Working with individuals experiencing homelessness?, Do you have a Bachelor's degree?, * Bachelor's degree from an accredited institution in Social Work, Public Administration, Human Services, Nonprofit Management, or a related field. Equivalent combinations of education and directly relevant experience will be considered.

• Minimum of two (2) years of experience in homeless services, housing programs, or a CoC/continuums of care environment.
• Demonstrated experience with HMIS (Homeless Management Information System) data entry, data quality monitoring, and reporting.
• Experience with Coordinated Entry systems, including assessment tools (e.g., MAP, VI-SPDAT, HUD-approved tools) and By-Name List management, strongly preferred.
• Experience facilitating trainings, meetings, or community presentations preferred.
• Supervisory or lead experience preferred.

Knowledge, Skills & Abilities

• Thorough knowledge of HUD CoC Program regulations (24 CFR Part 578), HMIS Data Standards, and HUD Notice CPD-17-01.
• Knowledge of fair housing laws, VAWA protections, and non-discrimination requirements applicable to HUD-funded programs.
• Ability to navigate and administer HMIS and related database platforms; proficiency with MS Office.
• Strong analytical skills; ability to generate, interpret, and present data to diverse audiences.
• Strong oral and written communication, public speaking, and training facilitation skills.
• Ability to build and maintain collaborative relationships with diverse stakeholders including government agencies, nonprofits, healthcare providers, and persons with lived experience of homelessness.

Pulled from the full job description

• Professional development assistance
• 401(k)
• Health insurance
• Retirement plan
• 401(k) matching
• Paid time off
• Vision insurance, * 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance