CES Administrator

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.