Operations Coordinator

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

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.

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 TPN’s Resilience & Recovery Project - Multnomah County. 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.

WHO YOU WILL BE COUNTED ON TO BE

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:

High school diploma required

Equivalent to an Associate’s Degree in a related field, preferred

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.

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).

Must possess a valid driver’s license and have access to a motor vehicle during work hours that is covered by adequate car insurance.

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

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.

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 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, 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 $23.33 - $24.03 per hour, DOE. Pay offers are determined in conjunction with an internal pay equity assessment.

To apply: https://recruiting.paylocity.com/recruiting/jobs/Details/2355478/The-Pathfinder-Network/Operations-Coordinator

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