Planning Coordinator, HMIS

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

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