Intake and Data Specialist

Planned Parenthood of Greater New York • Corning, 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 client intake, including 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, and training, and provides direct services during coverage of the program’s 24/7 hotline, including after-hours on-call shifts.

This is a full-time position requiring schedule flexibility, with some evening and weekend work and travel within the region about 15% of the time. The position operates in a professional office environment and may also involve work in health-center settings and travel to indoor and outdoor locations for programming or events. During peak activity periods, work may exceed 7.5 hours per day and/or 37.5 hours per week.

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 maintain the confidentiality of client information.
• Ability to follow safety and security guidelines.
• Comfort with facilitation and teaching.
• Excellent customer-service, communication, interpersonal, verbal, listening, and relationship-building skills.
• Ability to remain focused and calm in stressful situations.
• Ability to build effective professional relationships with internal and external stakeholders and work cooperatively with different personalities 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.
• Knowledge of computers and data-entry experience.
• Strong data-management and data-analysis skills.
• Keen attention to detail and excellent organizational and time-management skills, including 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, creatively, and flexibly.
• 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 practices related to racial equity and its impact on healthcare systems.
• Ability to build trust across cultural differences and provide compassionate, nonjudgmental, culturally responsive care.
• Ability to maintain DOH Rape Crisis Counselor/Advocate certification by completing mandatory continuing education.
• Ability to meet the stated physical demands, including prolonged sitting and standing, repetitive computer work, occasional walking and stair use, and lifting or moving materials up to 25 pounds.
• Proof of immunization or immunity to certain communicable diseases, including influenza during flu season and COVID-19, and tuberculosis testing, as required by applicable health codes and regulations.

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 direct-service documentation into the database, including client demographics, victimization information, services, case notes, and referrals.
• Update client records, including victimization and case status, releases of information, forms, duplicate-client records, and 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 platforms and activities.
• 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 when 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 with OVS compensation claims.
• Maintain complete and timely documentation and case files while protecting client confidentiality and following HIPAA and SSS procedures.
• Conduct outreach to prospective volunteers and organize applications and screening; assist with volunteer interviews.
• Assist with recruiting, training, and supporting volunteer advocates, and provide consultation as needed.
• Participate in volunteer evaluations and help plan and facilitate 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 shared calendars, file systems, and monthly and quarterly statistical reports.
• Attend staff meetings and participate in program planning, evaluation, 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 (FSA), health savings account (HSA), and commuter pre-tax reimbursement funds.
• Short- and long-term disability coverage.
• Free basic life and accidental death and dismemberment (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