Administrative Support Specialist

The Pathfinder Network•Medford, OR

16h•Hybrid

About The Position

The Pathfinder Network (TPN) is seeking an Administrative Support Specialist to play an integral role in ensuring staff and programs are fully supported to deliver high-quality prevention and intervention services to adults who are system-impacted. This role will work with the Operations Manager to navigate the administrative and operational aspects of TPN’s adult peer support programming in Medford, Oregon, with the Jackson County Community Justice Department. The specialist will deliver culturally-responsive, employee-centered, and trauma-informed support when completing complex and routine administrative and operational tasks and projects. As an operational point person, the specialist will manage, maintain, and improve upon internal systems, including overall office management, information technology (IT), database maintenance, internal operations projects, and any ad-hoc operational and administrative needs. The role will include supporting the Operations Manager, Program Manager, and Peer Support Specialist to ensure they have the systems, resources, and guidance they need to deliver high-quality services with impact and excellence. Additionally, the specialist will serve on an agency-wide operations team working on special projects and initiatives to help the agency continuously improve. Strong prioritizing, organizational, and collaborative skills, the ability to work independently and with teams, flexibility, attention to detail, and a proactive orientation will enable success in this position. The specialist will support the mission of TPN and its partners, and act as a liaison between TPN staff, partners, and the agency leadership team.

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).
Staff are expected to embody certain cultural values to support TPN’s mission: communicate effectively, value one another, show respect, demonstrate accountability, display a high level of self-awareness, participate in shared leadership and continuous growth and learning, live values of diversity, equity, inclusion, justice, and belonging, and engage in personal work to further DEIJB values and impact.
Staff are expected to interact effectively across racially diverse teams, partners, and experiences, apply a racial equity lens in their work and commit to the ongoing work required to move TPN toward a more diverse, equitable, and inclusive and just organization.

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 and check voicemail.
Responsible for all 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.
Work with the Operations Coordinator to train new and current staff on operational tools such as Google, Databases and Drives.
Assist with onboarding of new staff and ensure they have all needed accounts, access, supplies and equipment.
Serve as 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.
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.
Create new documents and forms as needed.
Maintain clean and orderly space as well as maintenance and alteration of areas, equipment and facilities.
Serve as point person for IT and Database needs.
Work with leadership to coordinate staff training and assist in the implementation of new programming and models from start to sustainability.
Run required errands.
Work with the Operations Manager in the planning, coordination and completion of quarterly peer support community events.
Manage all client assistance processes and records.
Purchase and track client assistance and incentive items.
Maintain group calendars and schedules.
Process referrals and schedule informationals 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.
Complete quality assurance checks of client files, documentation and processes.
Maintain record of invoices and receipts.
Log incoming donations.
Maintain confidentiality within the rules and regulations of TPN and JCCJ; with the exception of any information received that will affect the safety and security of the institution, participants and staff.
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.
Other duties as assigned.
Be a champion in the shaping and sustaining of a diverse, equitable, inclusive and just workplace, with a focus towards 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
All travel is reimbursed.