Data and Administrative Specialist

Description

WHO WE ARE

Since 1993, The Pathfinder Network (TPN) has been providing justice-system impacted individuals and their families the tools and support they need to be safe and thrive in our communities. We serve individuals experiencing incarceration, those reentering the community, those on forms of community supervision, their families, and their children, within 9 of Oregon’s 11 corrections facilities and in the community in Multnomah, Jackson, Marion, and Clackamas Counties. We develop and deliver a comprehensive scope of evidence-based, trauma-, gender- and culturally-responsive cognitive behavioral-based programs, including our proprietary, evidence-based curriculum Parenting Inside Out, which is the highest-rated parenting skills curriculum for parents involved with the criminal justice system. Our community programs feature holistic wraparound individual and group support and services. We serve an average of 3,000 people a year agency-wide. 

We show up for our employees by providing support and resources in six key areas that make up our total package, and we always strive to expand on what we offer: compensation, development, wellness, benefits, recognition and service. This includes: 

• Generous paid time off (12 accrued vacation days + 12 accrued sick days during your first year of employment, mental wellness hours) 
• 14 paid days of significance each year + extended holiday days of significance with a week off at the end of the year 
• 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 
• 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 

We are intentional about building a healthy and thriving organizational culture and envision a community of staff, partners, volunteers, and donors who are deeply committed to equitable, just and anti-racist practices in every facet of our organization. 

We engage in continual learning and seek ways to operationalize equitable and inclusive practices. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. 

At TPN, we envision communities that welcome all people, provide second chances, and create pathways to change. We believe all people have the capacity to change. We honor the dignity and worth of every individual, engage our clients and employees with compassion, and bring excellence to all we do. To learn more, go to https://www.thepathfindernetwork.org/about/. 

HIRING PRACTICES

We admit that there is no such thing as the perfect candidate. Don’t be discouraged if you don’t meet each and every position requirement – instead, use your application to let us know what excites you about the role and what transferable skills or other qualities you would like to bring to TPN!

If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our Director of People and Culture at ewatson@thepathfindernetwork.org or 503.892.5396.

TPN hires a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all employees can thrive.

In practice, this means we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, status as a parent, marital status or political affiliation. We also take seriously the idea that our work benefits from a genuine commitment to diversity, by considering applications from individuals representing all kinds of backgrounds.

TPN is offering a $250 referral bonus for community members who refer a new employee to one of our open positions!*

WHAT YOU WILL BE COUNTED ON TO DO 

As the Data and Administrative Specialist, you will play an integral role in ensuring Pathfinder Network (TPN) staff and programs are fully supported to deliver high quality prevention and intervention services to adults who are system-impacted.  You will deliver culturally-responsive, employee-centered, and trauma-informed support when completing complex and routine administrative and operational tasks and projects. You play an integral role in ensuring The Pathfinder Network programs are fully supported to consistently deliver high impact services and support. You will enter, collect, manage and oversee program data to ensure effective and efficient operations of programs and services. You will work on a team responsible for the maintenance of the agency’s database and support in reporting efforts and processes. You will work closely with the Data Analysts, Data Manager, Program Managers, and the Operations team to ensure the delivery of services designed to improve outcomes for system-impacted families, adults, and children. You will work collaboratively with internal and external stakeholders to further the mission of TPN.  

Your strong prioritizing, organizational and collaborative skills, ability to work independently and with teams, flexibility, attention to detail and proactive 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. 

Responsibilities 

Data Entry and Support 

• Enter, collect, manage and oversee program data.  
• Compile, manage, audit and visualize data for reporting for partners, grants and funders in timely matter. 
• Support the tracking and communication of agency performance data/program evaluation with the goal of forecasting to make recommendations for agency programming decisions. 
• Respond to all data requests and bring forward information. 
• Contribute to team members across the agency to provide data as needed for the annual report, grant applications, subpoena, and information requests. 
• Support with evaluation of program measures, outcomes, and lead research efforts including working with research partners to assure effective evaluations of TPN programs.  
• Cross train to support agency wide systems data and reporting needs to create efficiencies. 
• Double as support for administrative data entry. 
• Support with training staff and serve as a technical advisor for the database.  
• Support special projects. 
• Other duties as assigned. 

Program and Administrative Support 

• Coordinate and support programming and all required documentation and communication internally and externally. 
• Inventory, order, and maintain all program curriculum manuals, supplies, and any other materials 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 CCSO, except for any information received that will affect the safety and security of the institution, participants and staff. 
• Work collaboratively with the agency administrative and operations team to ensure successful agency operations. 

Participation in Shared Leadership (=5% of your time) 

• Be a champion in the shaping and sustaining of a diverse, equitable, inclusive and just workplace, with a focus towards creating racial equity. 
• Participate in 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

WHO YOU WILL BE COUNTED ON TO BE 

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. 

Required Cultural Values: 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. 

Commitment to Racial Justice. 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. 

Requirements

Experience and skills we are interested in: 

• Associate's degree in data science, business, social sciences, or other related field or two or more years of experience working with databases or excel. 
• Intermediate level experience with database (Access, Web-based, etc.) and spreadsheets (Excel). Preferred (SQL, Word Processing, Power point, Publisher, G-suite, etc.)   
• Ability to analyze large datasets, troubleshoot, and ensure quality of data. 
• Technical writing and verbal communication skills. 
• Ability to manage multiple projects with competing deadlines. 
• Excellent written and verbal communication skills, and ability to present and work with diverse audiences, specifically racial, ethnic, gender expression, socioeconomic, education, spiritual and other cultural backgrounds. 
• 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). 

*Referral bonuses are payable after 60 days of employment to new employees in good standing who hold the required certifications. New candidates should specify in the job application who they were referred by, and the community member will also complete this form.  

OTHER INFORMATION 

Working Conditions/Travel Requirements 

Please note that the working conditions described below may be different during the COVID-19 pandemic. The description below describes typical working conditions under normal operations.  

This job operates within an office and community service delivery setting. This is largely a sedentary role, and this role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle or feel; and reach with hands and arms. 

Frequent travel is required in the community and for meetings and trainings. Travel to TPN administrative office in Portland, Oregon and program sites across the state may be required periodically with advanced notice. All travel is reimbursed. 

This is a full-time, non-exempt position. Typical days of work are Monday through Friday. This is a hybrid position with 60% working from home. 

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice

Compensation and Benefits: This is a non-exempt, full-time position. The hiring range for this position is $25.19 - $25.95 per hour, DOE. Pay offers are determined in conjunction with an internal pay equity assessment.

For more information on our total compensation and benefits, visit The Pathfinder Network • Work With Us