Intake and Data Specialist

Planned Parenthood of Greater New York • Schenectady, NY

8d • $25 - $26

About The Position

The Intake & Data Specialist supports the Manager of SSS Operations with daily oversight of direct-service documentation and the SSS database. The role includes reviewing case files and forms for completeness and accuracy and entering data to keep the database up to date. The Specialist supports initial client intake by collecting demographic and crime information, reviewing confidentiality forms, explaining OVS benefits, and assisting with OVS compensation claims. The position also supports volunteer outreach, recruitment, training, and coordination, and provides direct services to clients while covering the program’s 24/7 hotline, including after-hours on-call shifts. This is a full-time role involving travel within the region about 15% of the time. Schedule flexibility is essential, and some evening and weekend work is required.

The position operates in a professional office environment, with potential exposure to communicable diseases and other conditions in a health center environment. Travel to indoor and outdoor environments may be required for programming and events. 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, standing during educational programming, and occasional standing, walking, bending, stair use, and handling materials weighing up to 25 pounds. It also involves frequent computer-screen and printed-material review, oral communication, and use of standard office equipment.

PPGNY requires proof of immunization or immunity to certain communicable diseases, including influenza during flu season and COVID-19, as well as tuberculosis testing. These certifications are required by applicable health and safety authorities.

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.
• Ability to work a flexible schedule; evening and/or weekend work may be required.
• Ability to keep all client information confidential and follow safety and security guidelines.
• Proficiency in Microsoft Office Suite or similar software.
• Strong Microsoft Excel skills or experience with other spreadsheet or data-management platforms.
• Knowledge of computers and data-entry experience.
• Strong data-management and data-analysis skills.
• Excellent customer service, communication, interpersonal, verbal, oral, and written communication skills.
• Ability to facilitate or teach, remain focused and calm in stressful situations, and build effective professional relationships across internal and external stakeholders.
• Ability to work cooperatively with different personalities and effectively as part of a team.
• Strong listening and relationship-building skills.
• Attention to detail, excellent organization, and time-management skills, including the ability to meet deadlines.
• Ability to produce high-quality work in a fast-paced environment with changing or competing priorities.
• Sound judgment and independent decision-making skills; ability to produce reliable work with minimal direct supervision.
• Discretion in handling confidential information; initiative and ability to work independently, creatively, and flexibly.
• Commitment to PPGNY’s mission related to bodily autonomy, health equity, gender and racial justice, violence prevention, sexual and reproductive health, LGBTQ+ rights and justice, and accessibility.
• Commitment to learning about and enhancing practices related to racial equity and its impact on healthcare systems.
• Ability to provide compassionate, non-judgmental, culturally responsive care and build trust across cultural differences, with accountability to client and learner experience.
• Ability to reflect on personal identity with humility.
• Ability to maintain DOH Rape Crisis Counselor/Advocate certification by completing mandatory continuing education hours.
• Ability to meet the position’s physical demands, including prolonged sitting and computer use, standing during programming, occasional walking, bending and stair use, lifting or moving materials up to 25 pounds, and communicating orally.

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 received for data entry to ensure completeness and accuracy, identify errors, and notify appropriate staff and supervisors.
• Enter direct-service documentation into the database, including demographic information, victimization, services, case notes, and referrals.
• Update client records as needed, including victimization and case status, releases of information, forms, duplicate-client merging, and case closure activities.
• Assist with preparing data for grant reporting and applications.
• Help train SSS staff on documentation, data-entry processes, and software updates.
• Work with SSS leadership to monitor confidentiality and HIPAA compliance across platforms and activities.
• Help improve documentation practices by updating training and reference materials and providing technical assistance.
• Provide emotional support, crisis intervention, advocacy, and accompaniment to survivors during 24/7 hotline coverage, as requested.
• Support initial 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 filing OVS compensation claims.
• Maintain thorough documentation and case files, meet deadlines, and protect confidential client information in accordance with HIPAA and SSS procedures.
• Conduct outreach to prospective volunteers; organize applications and screening; and assist with volunteer interviews.
• Assist with recruiting, training, and supporting volunteer advocates; provide consultation as needed; and participate in volunteer evaluation.
• Support the planning and facilitation of volunteer training and events.
• Help 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, assist in program evaluation, and participate in program planning and evaluation.
• Perform other duties as assigned within a team-based work environment.

Benefits

• Generous PTO and holiday schedule.
• Medical, dental, and vision coverage options for employees and eligible dependents.
• FSA, HSA, and commuter pre-tax reimbursement funds.
• Short- and long-term disability coverage.
• Free basic life and AD&D 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