Operations Coordinator

The Pathfinder Network•Salem, OR

4d•Onsite

About The Position

As the Operations Coordinator, you play an integral role in ensuring The Pathfinder Network (“TPN”) staff and programs are fully supported to deliver high quality prevention and intervention services to adults, children and families who are system-impacted. You will support TPN by coordinating the administrative and operational aspects of the Resilience & Recovery Project peer support programming in Marion County and programming at the Marion County Transition Center and Jail. You will deliver culturally responsive, employee-centered, and trauma-responsive support when completing complex and routine administrative and operational tasks and projects. As an operational point person, you will manage, maintain, and improve upon internal systems, including overall office management, information technology (IT), database maintenance and internal operations projects. You will support the program and staff to ensure they have the systems, resources, and guidance they need to deliver high-quality services with impact and excellence, and you will serve on an agency wide operations team working on special projects and initiatives. Your strong prioritization, organization and collaborative skills, ability to work independently and with teams, flexibility, attention to detail and pro-active orientation will enable you to thrive in this position. In this position, you will support the mission of TPN and our partners, and act as a liaison between TPN staff, partners, and the agency leadership team.

Requirements

High school diploma required
Equivalent to an Associate’s Degree in a related field
One or more years of related experience working in administrative and operational roles
Intermediate level computer capabilities in use of databases, web-based environments, email and Microsoft Office Suite.
Must pass a criminal history background check (a criminal record is not automatically disqualifying), employment verification, motor vehicle records check, and drug screen (which does not include testing for marijuana).
Must possess a valid driver’s license and have access to a motor vehicle during work hours that is covered by adequate car insurance.

Nice To Haves

Experience working with diverse populations, preferred
Non-profit experience, preferred
Lived experience with the criminal justice system and/or addiction and recovery

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.
Coordinate and support programming and all required documentation and communication internally and externally.
Maintain the programs filing system and all program and client files.
Complete quality assurance checks of client files, documentation and processes.
Process subpoenas and information requests.
Manage all client assistance processes and records.
Purchase and track client assistance and incentive items.
Maintain record of invoices and receipts.
Log incoming donations.
Maintain group calendars and schedules.
Process referrals and schedule informationals and orientations.
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.
Assist with staff meetings and team meetings.
Attend training and agency meetings and events.
Work with leadership to coordinate staff training and assist in the implementation of new programming and models from start to sustainability.
Assist in the development and implementation of agency policy and procedure development.
Plan, coordinate, and support agency meetings.
Take meeting notes when required.
Maintain a welcoming, clean, organized, and orderly environment that facilitates effective and efficient operations.
Welcome participants and visitors and provide front desk coverage.
Maintain inventory and order supplies.
Serve as on-site contact for maintenance, mailing, shopping, supplies and equipment.
Manage relationships with vendors and service providers.
Support fleet management.
Assist with onboarding of new staff and ensure they have all needed accounts, access, supplies and equipment.
Train staff on administrative and operational tools
Be responsible for emails, cell phone, and technology setup, maintenance and decommission.
Inventory, order and maintain all program curriculum manuals, supplies and props needed for group programming.
Serve as point person for IT and Database needs.
Troubleshoot issues and direct individuals to the correct avenues for support and escalation of issues.
Assist Program Manager in adhering to program budgets and financial policies and guidelines.
Run required errands.
Enter and maintain program data in the agency database, files and records.
Supply needed data and information to the Program Manager 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, and 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
Employment with TPN may mean you are eligible 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