Administrative Support Specialist

The Pathfinder Network•Medford, OR

4d•$22 - $22•Hybrid

About The Position

The Pathfinder Network (TPN) is seeking an Administrative Support Specialist to provide integral support to TPN staff and programs, ensuring the delivery of high-quality prevention and intervention services to adults impacted by the justice system. This role, based in Medford, Oregon, will collaborate with the Operations Manager to manage administrative and operational aspects of TPN’s adult peer support programming within the Jackson County Community Justice Department. The specialist will deliver culturally-responsive, employee-centered, and trauma-informed support while handling complex and routine administrative tasks. Key responsibilities include managing office operations, IT, database maintenance, and internal projects. The role also involves supporting the Operations Manager, Program Manager, and Peer Support Specialists, and contributing to an agency-wide operations team focused on continuous improvement. Strong prioritizing, organizational, collaborative, and independent work skills, along with flexibility and attention to detail, are essential for success. This position acts as a liaison between TPN staff, partners, and agency leadership, supporting TPN's mission.

Requirements

Lived experience with addiction and recovery and criminal justice involvement
Experience equivalent to an Associate’s Degree in a related field
Two or more years of related experience working in progressive administrative roles
Experience working with diverse populations
Must possess a valid driver’s license and have access to a motor vehicle during work hours that is covered by adequate car insurance.
Must pass a Motor Vehicle Report (MVR) check that meets the organization’s underwriting criteria
Basic level computer capabilities in use of databases, web-based environments, word processing, email, and spreadsheets.
Must pass a background check, employment verification, and drug screen (which does not include testing for marijuana).

Nice To Haves

Experience equivalent to a Bachelor’s degree in a related field
Three or more years of related experience
Experience in corrections, criminal justice, or nonprofit settings

Responsibilities

Monitor internal and external communications, answer phones, check voicemail, and manage faxes and physical mail.
Act as the administrative liaison by coordinating with internal and external partners.
Maintain inventory and order supplies.
Manage relationships with vendors and service providers.
Train new and current staff on operational tools such as Google, Databases and Drives.
Assist with onboarding of new staff, ensuring they have necessary accounts, access, supplies, and equipment.
Serve as the point person for IT and Database needs.
Process subpoenas and information requests.
Assist Program Manager and Operations Coordinator in adhering to program budgets and financial policies and guidelines.
Assist with staff meetings and team meetings, and attend training and agency meetings and events.
Work collaboratively with the agency administrative and operations team to ensure successful agency operations.
Maintain all documents, including electronic documents, keeping forms uniform and updated, and creating new documents and forms as needed.
Maintain a clean and orderly space, as well as maintenance and alteration of areas, equipment, and facilities.
Work with leadership to coordinate staff training and assist in the implementation of new programming and models from start to sustainability.
Run required errands.
Plan, coordinate, and complete quarterly peer support community events with the Operations Manager.
Manage all client assistance processes and records, and purchase and track client assistance and incentive items.
Maintain group calendars and schedules, process referrals, and schedule informational sessions and orientations.
Coordinate and support programming and all required documentation and communication internally and externally.
Inventory, order, and maintain all program curriculum manuals, supplies, and props needed for group programming.
Maintain the programs filing system and all program and client files, and complete quality assurance checks of client files, documentation, and processes.
Maintain a record of invoices and receipts, and log incoming donations.
Maintain confidentiality within the rules and regulations of TPN and JCCJ, with exceptions for information affecting safety and security.
Enter and maintain program data in the agency database, files, and records.
Supply needed data and information to the Program Manager, Operations Coordinator, and Programs Analysts for agency reporting and analysis.
Be a champion in shaping and sustaining a diverse, equitable, inclusive, and just workplace, with a focus on creating racial equity.
Participate on cross-departmental teams or committees regarding organizational policies, processes, and work environment.
Participate in Temporary Teams, Equity Team, Employee Resource Groups, and other teams.
Contribute individualized skills, knowledge, experience, and expertise to help the agency reach its mission.

Benefits

Generous paid time off (12 accrued vacation days + 12 accrued sick days during your first year of employment, mental wellness hours)
17 paid days of significance each year
Extended holiday days of significance with a week off at the end of the year and 3 4-day weekends
Paid 30-minute lunch breaks
Employer-paid employee-only medical, vision and dental coverage starting first day of employment
Flexible Spending Account
Dependent Care Assistance Program
Employer-funded Lifestyle Spending Account
401k retirement plan with 3% employer match, fully vested immediately
Employer-paid short-term disability and accidental death and dismemberment
Supplemental virtual healthcare for employees and dependents
Eligibility for Public Service Student Loan forgiveness
Employee recognition program, staff appreciation awards and swag store
Bilingual pay differential for eligible positions
Shared Leadership model and opportunities to contribute to agency success and growth
Development opportunities and trainings
Reimbursed travel expenses