Operations Coordinator

Operations Coordinator

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.

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.

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.

Administrative Support (35% of your time)

• 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.

Operational Support (30% of your time)

• 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.

Data Support (30% of your time)

• 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.

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 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

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.

Experience and skills we are interested in:

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

Working Conditions/Travel Requirements

This job operates within a 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 Pathfinder Network follows public health guidance for any public health emergencies and will remain in compliance with any vaccination or isolation requirements from partner agencies.

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.

This is a full-time, non-exempt position. Typical days of work are Monday through Friday; however, evening and weekend work may be required as needed.

Travel may be required between TPN work locations across the State of Oregon, which may require an overnight stay.

Please note this position description is not designed to cover or contain a comprehensive listing of activities