Operations Coordinator

About the role

The Operations Coordinator plays 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 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 needed to deliver high-quality services with impact and excellence. You will serve on an agency-wide operations team working on special projects and initiatives.

This position acts as a liaison between TPN staff, partners, and the agency leadership team, supporting the mission of TPN and our partners.

Responsibilities

• Administrative Support (35% of your time)
  • Monitor internal and external communications, answer phones, and check voicemail.
  • Handle all faxes and physical mail.
  • Act as the administrative liaison by coordinating with internal and external partners.
  • Coordinate and support programming, including all required documentation and communication.
  • Maintain the program’s 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 records of invoices and receipts.
  • Log incoming donations.
  • Maintain group calendars and schedules.
  • Process referrals and schedule informationals and orientations.
  • Collaborate with the agency administrative and operations team to ensure successful agency operations.
  • Maintain and update all documents, including electronic documents, keeping forms uniform.
  • Create new documents and forms as needed.
  • Assist with staff meetings and team meetings.
  • Attend training, agency meetings, and events.
  • Work with leadership to coordinate staff training and assist in implementing new programming and models.
  • Assist in the development and implementation of agency policy and procedure.
  • 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.
  • Provide front desk coverage, welcome participants and visitors.
  • 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, ensuring they have all needed accounts, access, supplies, and equipment.
  • Train staff on administrative and operational tools.
  • Manage 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 the point person for IT and database needs; troubleshoot issues and direct individuals to the correct support avenues.
  • Assist the Program Manager in adhering to program budgets and financial policies.
  • 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.
• Shared Leadership
  • Be a champion in shaping and sustaining a diverse, equitable, inclusive, and just workplace, with a focus on 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.

Requirements

• 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.
• 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.

Cultural Values

• Communicate effectively, value one another, show respect, and demonstrate accountability.
• Display a high level of self-awareness and participate in shared leadership and continuous growth and learning.
• Live values of diversity, equity, inclusion, justice, and belonging; engage in personal work to further DEIJB values and impact.
• Commitment to racial justice: interact effectively across racially diverse teams, partners, and experiences; apply a racial equity lens in work; commit to ongoing work to move TPN toward a more diverse, equitable, inclusive, and just organization.

Benefits

• Generous paid time off: 12 accrued vacation days + 12 accrued sick days during your first year of employment, plus mental wellness hours.
• 17 paid days of significance each year.
• Extended holiday days of significance, including a week off at the end of the year and 3 four-day weekends.
• Paid 30-minute lunch breaks.
• Employer-paid employee-only medical, vision, and dental coverage starting the 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 insurance.
• Supplemental virtual healthcare for employees and dependents.
• Eligibility 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.

Working Conditions

This job operates within a community service delivery setting. This is largely a sedentary role and 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 include regular talking or hearing. While performing the duties of this job, the employee may be required to perform tasks that involve standing, walking, or light lifting.