Data Administrator

The Data Administrator is a key member of True North Housing Alliance's (TNHA) administrative team, responsible for overseeing all agency data administration efforts with an organizational focus on Homeless Management Information System (HMIS) compliance, data integrity, and reporting excellence. This position serves as TNHA's designated Contributing HMIS Organization (CHO) Administrator under the signed Memorandum of Understanding (MOU) with the Butte County Department of Employment and Social Services (DESS), the HMIS Lead Agency for the Butte Countywide Homeless Continuum of Care (CoC).

As the internal data and compliance lead, the Data Administrator ensures TNHA's day-to-day HMIS compliance across its programs. This is an individual contributor role with no direct reports. The Data Administrator does not have back-end system access. System-level functions such as creating or modifying programs, configuring the system, or managing user accounts are performed exclusively by the HMIS Lead Agency. The Data Administrator is the first point of contact for all agency HMIS questions, escalating to the HMIS Lead Agency only when additional expertise or system-level action is required.

This position works in close coordination with the Associate Executive Director of Administration, the Director of Technical Operations, the Client Services Administrator, and the Housing Services Administrator to align data management policies, procedures, and practices with program goals, funding requirements, and organizational performance. The Data Administrator also provides training and technical support to staff across the organization, monitors data quality, conducts compliance audits, and generates reports that support executive decision-making and program improvement., HMIS Compliance and CHO Administration

• Serve as TNHA's CHO Administrator under the Butte CoC HMIS MOU; ensure agency-wide compliance with the MOU, HMIS Policies and Procedures, CES Policies and Procedures, Data Quality Plan, and Privacy and Security Plan.
• Act as the primary point of contact for all HMIS-related inquiries from agency staff; troubleshoot data entry issues, errors, and workflow questions before escalating to the HMIS

Lead Agency.

• Serve as the primary liaison to the county HMIS Administrator and the TNHA team; coordinate system changes, program inventory updates, funding source additions or endings, and location changes.
• Stay informed of changes in federal, state, and CoC HMIS requirements; keep TNHA staff apprised and coordinate implementation of necessary updates with relevant departments.
• Attend HMIS/CES Subcommittee meetings; communicate relevant updates to all end users.

Data Quality and Compliance Monitoring

• Monitor data quality across all HMIS programs at least quarterly using federal and local reporting tools; ensure data meets required benchmarks.
• Complete and submit the Butte CoC Quarterly Compliance Checklist and Quarterly Data Quality Checklist for all active programs and workstations by CoC deadlines in accordance with TNHA Policy and Procedures.
• Complete monthly compliance check activities for all end users; audit client files and data entries to ensure compliance with privacy laws and shelter policies.
• Ensure all client-level data is entered into HMIS in a timely manner; complete data entry on behalf of end users when staff capacity requires it.
• Develop and maintain agency-wide data quality control processes in alignment with federal, state, and CoC requirements.
• Maintain and clean the HMIS database on an ongoing basis to ensure data integrity and completeness.

Training, Onboarding, and Staff Support

• Coordinate new end user onboarding in HMISwith the HMIS Lead Agency; provide agency specific and program-specific HMIS training, grade required homework and certify staff readiness to the HMIS Lead before system access is requested.
• Partner with supervisors to identify staff who may require digital literacy training and facilitate access to appropriate training resources prior to, or as a condition of, granting HMIS access, as needed.
• Oversee data entry procedures and provide ongoing training to staff on data management best practices.
• Conduct weekly check-ins with the Intake Coordinator to review HMIS accuracy, completeness, and workflow issues.

Reporting and Data Insights

• Support preparation of required federal and state reports (APR, CAPER, and others as applicable) by ensuring HMIS data is accurate, complete, and timely.
• Support the annual Point-in-Time (PIT) Count and Housing Inventory Count (HIC) by ensuring accurate data entry, correcting errors, and providing updated program information to the HMIS Lead Agency.
• Run and analyze data reports related to program outcomes, client demographics, and service utilization; provide data insights and recommendations to executive and program staff to improve program effectiveness and efficiency.
• Generate and submit required reports to executive and administrative staff as requested.
• Policy, Coordination, and Administration With executive and administrative staff, regularly review and update data management policies and procedures to align with regulatory standards.
• Maintain confidentiality and security of all client and agency data in compliance with applicable law.
• Attend weekly 1:1 meetings with the Associate Executive Director of Administration to review data-related activities and outcomes.
• Perform other duties as assigned.

Do you have experience in Time management?, Do you have a High school diploma or GED?, * High school diploma or equivalent required; associate's or bachelor's degree in a related field preferred, or equivalent combination of education and experience.

• Minimum two (2) to four (4) years of experience in data entry, database administration, or reporting in a nonprofit, social services, healthcare, or public sector setting.
• Experience working in homeless services, housing programs, or a CoC environment strongly preferred.
• Familiarity with HUD HMIS Data Standards and federal reporting requirements (APR, CAPER, PIT Count, HIC) preferred.
• Experience with HMIS platforms (Clarity, ServicePoint, Apricot, or similar case management systems) preferred.
• Advanced proficiency in Microsoft Excel, including pivot tables, VLOOKUP/XLOOKUP, conditional formatting, data validation, and basic macros.
• Comfort with data import/export workflows including CSV cleanup, deduplication, and merging datasets across systems.
• Familiarity with reporting and dashboarding tools (Power BI, Tableau, Looker Studio, or Excel native dashboarding) preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working knowledge of HMIS policies, procedures, and data quality standards at the federal, state, and local CoC level.
• Understanding of applicable confidentiality laws including HIPAA, 42 CFR Part 2, and California state privacy requirements as they apply to HMIS data.
• Strong communication and interpersonal skills; ability to train and support staff of varying technical skill levels.
• High degree of accuracy and attention to detail; ability to manage multiple compliance deadlines simultaneously.
• Sound judgment and professional discretion in handling sensitive client data and privacy matters.
• Ability to work both independently and collaboratively across departments; strong organizational and time management skills.
• Commitment to TNHA's mission and values; ability to work respectfully with people of diverse backgrounds, including individuals experiencing homelessness., * Data Entry: 2 years (Preferred)
• Data Quality Compliance: 1 year (Preferred)
• Excel: 2 years (Preferred)

Pulled from the full job description

• 401(k)
• Health insurance
• Paid time off
• Vision insurance
• Dental insurance
• Life insurance
• Employee assistance program, * 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance