Intake and Data Specialist

Planned Parenthood of Greater New York • Schenectady, NY

7d

About The Position

The Intake and Data Specialist supports the Manager of SSS Operations with daily oversight of direct-service documentation and the SSS database. The role reviews case files and forms for completeness and accuracy and enters data to keep the database current. It also supports initial client intake by collecting demographic and crime information, reviewing confidentiality forms, explaining OVS benefits, and helping clients file OVS compensation claims.

The Specialist coordinates aspects of the volunteer program, including outreach, recruitment, training, and support, and provides direct services to clients while covering the program’s 24/7 hotline. Hotline coverage includes after-hours on-call shifts. A flexible schedule is essential, with some evening and weekend work required. This is a full-time position involving travel within the region about 15% of the time.

The position operates in a professional office environment and may involve exposure to communicable diseases and other conditions in a health center. Travel to indoor and outdoor locations for programming or events is required. During peak activity periods, work may exceed 7.5 hours per day and/or 37.5 hours per week. The role requires prolonged sitting and computer use, prolonged standing during educational programming, occasional walking, bending, and stair use, and lifting or moving up to 25 pounds of programming or event materials. It also requires visual acuity for computer and printed materials, the ability to hear and communicate orally, and use of standard office equipment.

Requirements

• Strong interest in supporting survivors of interpersonal violence.
• Experience with data collection, data entry, and maintenance of secure databases.
• Comfort with hotline coverage, including evenings and weekends; a flexible schedule is necessary.
• Ability to maintain confidentiality of client information and follow safety and security guidelines.
• Comfort with facilitation and teaching.
• Excellent customer service, communication, listening, interpersonal, and relationship-building skills.
• Ability to remain focused and calm in stressful situations and work effectively with diverse personalities and as part of a team.
• Proficiency in Microsoft Office Suite or similar software.
• Strong Microsoft Excel skills or experience with other spreadsheet or data-management platforms.
• Computer knowledge and data-entry experience.
• Strong data-management and data-analysis skills.
• Keen attention to detail, excellent organization, and strong time management, including the ability to meet deadlines.
• Ability to produce high-quality work in a fast-paced environment with changing or competing priorities and minimal direct supervision.
• Sound judgment, independent decision-making, discretion with confidential information, initiative, and the ability to work independently.
• Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require.
• Commitment to violence prevention, sexual and reproductive health, LGBTQ+ rights and justice, accessibility, and racial equity.
• Commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice, and to learning about and enhancing racial-equity practices.
• Ability to build trust and professional relationships across cultural differences and provide compassionate, nonjudgmental, culturally responsive care.
• Ability to reflect on personal identity with humility and maintain accountability to client and learner experience.
• Ability to meet the position’s physical demands, including prolonged sitting and computer use, standing, walking, bending, occasional stair use, and lifting or moving up to 25 pounds.
• Proof of immunization or immunity to specified communicable diseases, including influenza during flu season and COVID-19, and tuberculosis testing, as required by applicable health and safety requirements.

Nice To Haves

• Knowledge of trauma-informed care, the criminal justice system, mental health issues, and using data to advance equity.
• Experience working with survivors of interpersonal violence.
• Bilingual Spanish/English.

Responsibilities

• Review documentation for completeness and accuracy, identify errors, and notify appropriate staff and supervisors.
• Enter client demographics, victimization details, services, case notes, and referrals into the database.
• Update client and case information, releases and other forms; merge duplicate client records; and complete case closures.
• Assist with preparing data for grant reporting and applications.
• Help train SSS staff on documentation, data-entry processes, and software updates.
• Partner with SSS leadership to monitor confidentiality and HIPAA compliance across SSS activities and platforms.
• Help improve documentation practices by updating training and reference materials and providing technical assistance.
• Provide hotline services to survivors, including emotional support, crisis intervention, advocacy, and accompaniment as requested.
• Support client intake by collecting demographic and crime information and obtaining or reviewing confidentiality forms and releases of information.
• Explain OVS benefits and assist clients with OVS compensation claims.
• Maintain timely, accurate documentation and case files while protecting client confidentiality and following HIPAA and SSS procedures.
• Conduct volunteer outreach and correspondence; organize applications and screening; and assist with volunteer interviews.
• Recruit, train, and support volunteer advocates; provide consultation as needed; and participate in volunteer evaluations.
• Help plan and facilitate volunteer trainings and events and coordinate volunteer coverage of the 24-hour crisis hotline, including evenings and weekends.
• Maintain DOH Rape Crisis Counselor/Advocate certification through required continuing education.
• Help identify 24/7 hotline coverage and keep the schedule current.
• Assist with maintaining shared calendars and file systems and preparing monthly and quarterly statistical reports.
• Attend staff meetings and participate in program evaluation, planning, and other assigned duties in a team-based environment.
• Follow safety and security guidelines and keep all client information confidential.

Benefits

• Generous paid time off and holiday schedule.
• Medical, dental, and vision coverage options for employees and eligible dependents.
• Flexible Spending Account, Health Savings Account, and commuter pre-tax reimbursement funds.
• Short- and long-term disability coverage.
• Free basic life and accidental death and dismemberment coverage.
• 401(k) retirement plan with Safe Harbor contributions after one year of employment.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed