Intake and Data Specialist

POSITION SUMMARY

The Intake & Data Specialist is responsible for supporting the Manager of SSS Operations in daily oversight of direct service documentation and the SSS database which includes reviewing case files and forms for completeness and accuracy as well as daily data entry to ensure the database is up to date. The Intake & Data Specialists will support initial client intake through the collection of client demographic and crime information, reviewing confidentiality forms, and providing an explanation of OVS benefits, as well as assistance filing OVS compensation claims. The Intake & Data Specialists also supports the coordination of the volunteer program including outreach, recruitment, and training. Provides direct services to clients during coverage of the program’s 24/7 hotline. The Specialist is also responsible for coverage of the Survivor Support Services (SSS) 24/7 hotline which includes after-hours on-call shifts. Flexibility in work schedule is essential; some evenings and weekends required. This is a full-time position and involves travel within the region about 15% of the time. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Documentation & Data Provision (60%)

· Reviews all documentation received for data entry to ensure completion and accuracy, as well as identifies all documentation errors and notifies appropriate staff and Supervisors.

· Enters direct service documentation into the database including demographic information, victimization, direct services provided, case notes, and referrals into appropriate client files.

· Responsible for updating client information as needed to include victimization status, case status information, releases of information and other forms, merging of duplicated clients and case closure activities.

· Assists in the preparation of data for grant reporting and applications.

· Assists in the training of SSS staff and the on documentation, data entry processes and software updates.

· In partnership with the SSS leadership, monitors for strict adherence to confidentiality and HIPPA compliance across all platforms and SSS activities.

· Supports the enhancement of team documentation practices by assisting in the updates of trainings & reference documents, and offers technical assistance as needed.

Direct Services (15%)

· Provides direct services to survivors during coverage of the 24/7 hotline including emotional support, crisis intervention, and advocacy and accompaniment as requested

· Supports initial client intake through the collection of client demographic and crime information, obtaining/reviewing confidentiality forms and releases of information

· Provides information on OVS benefits and assists with filing OVS compensation claims.

· Maintain strong documentation and case files, adhering to set deadlines.

· Uphold confidentiality of client information and adheres to HIPAA and SSS procedures

Volunteer Coordination (15%)

· Conducts outreach and corresponds with prospective volunteers, organizes applications, screening and assists in interviewing potential volunteers.

· Assists in the recruitment, training, and support of volunteer advocates.

· Provides assistance and consultation for volunteers as needed or when requested.

· Participates in volunteer evaluation.

· Supports the planning and facilitation of volunteer training and events.

· Assists in the coordination of volunteer coverage of 24-hour Crisis Hotline, to include evenings and weekends.

Administrative (10%)

· Maintains DOH Rape Crisis Counselor/Advocate certification via successful completion of mandatory continuing education hours.

· Assists with identifying coverage of the 24/7 hotline and ensuring schedule is up to date.

· Assists in the maintenance of shared calendars and file systems.

· Assist in preparing monthly & quarterly statistical reports.

· Attend staff meetings and assist in the evaluation of the program.

· Participate in program planning and evaluation.

· Perform other duties as assigned within a team-based work environment.

CORE COMPETENCIES

· A demonstrated commitment to PPGNY’s mission related to bodily autonomy, health equity, and gender and racial justice

· A demonstrated commitment to learning about and enhancing practices 

related to racial equity and its impact on healthcare systems.

· Strong relationship building and communication skills, including an ability to work and build trust across cultural differences related to related to race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and to reflect on one’s personal identity with humility

· Ability to provide compassionate, non-judgmental and culturally responsive care across race, class, age, gender, gender identity and expression, sexual orientation, religion, ethnicity, national origin or ability; and demonstrates deep sense of accountability to client and learner experience.

REQUIRED SKILLS/ABILITIES:

Interpersonal

· Comfort with facilitation/teaching skills.

· Excellent customer service and communication skills

· Ability to remain focused and calm in stressful situations

· Excellent interpersonal and verbal skills

· Superior oral and written communication skills

· Ability to develop and maintain effective, professional relationships with internal and external stakeholders

· Ability to work cooperatively with different types of personalities

· Ability to work effectively as part of team

· Excellent listening and relationship building skills.

Technical

· Proficient in Microsoft Office Suite, or similar software

· Strong Microsoft Excel skills, or other spreadsheet/data management platforms.

· Knowledge of computers and data entry experience required;

· Superior data management and data analysis skills

Work Habits/Attributes

· Keen attention to detail

· Excellent organizational skills

· Outstanding time management skills, including the ability to work under deadline

· The ability to produce high-quality work in a fast-paced environment with changing and/or competing priorities

· Ability to exercise sound judgment and independent decision-making skills

· Ability to produce reliable, high-quality work with minimal direct supervision

· Ability to exercise discretion in the handling of confidential information

· Ability to work a flexible or extended schedule, including evenings and weekends, as operational demands require

· Ability to take initiative and work independently and be creative and flexible.

· Commitment to violence prevention, sexual and reproductive health, LGBTQ+ rights and justice, accessibility, and racial equity. 

REQUIRED QUALIFICATIONS

· Strong interest in supporting survivors of interpersonal violence

· Experience with data collection, entry and maintenance of secure databases.

· Comfort with hotline coverage, including evenings and weekends.

· Flexible schedule necessary: evening and/or weekend work may be required

· Keep confidential all client information.

· Follows all safety and security guidelines.

PREFERRED QUALIFICATIONS

· Knowledge of trauma-informed care, the criminal justice system, mental health issues, and using data to advance equity.

· Experiences working with survivors of interpersonal violence.

· Bilingual – Spanish/English

PHYSICAL DEMANDS

Requires prolonged sitting and repetitive tasks including use of a computer. Requires prolonged standing during facilitation of educational programming. Periodic standing, walking, bending. Requires lifting or moving of up to 25 pounds of programming or event materials. Must be able to occasionally walk up and down stairs. Visual acuity sufficient to perform frequent work on a computer screen and review printed reports and other materials. Requires the ability to hear and to communicate orally with others. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets, and will require reaching, grasping, pushing, and pulling.

TYPICAL WORKING CONDITIONS

This job operates in a professional office environment. Potential exposure to communicable diseases and other conditions in a health center environment. Requires travel to various indoor and outdoor environments to conduct programming or events. Requires flexible schedule and during peak activity periods work in excess of 7.5 hours per day and/or 37.5 hours per week.

Generous PTO and holiday schedule

Medical, dental and vision coverage options for you and eligible dependents

FSA, HSA, Commuter pre-tax reimbursement funds

Short- and Long-Term Disability, Free Basic Life and AD&D

401(k) Retirement Plan with Safe Harbor contributions after 1 year of employment

Proof of immunization or immunity to certain communicable diseases (including influenza during the flu season and Covid-19) and testing for tuberculosis. These certifications are required by the NYC DOHMH Health Code, NYSDOH and OSHA.

Planned Parenthood of Greater New York (PPGNY) is a leading provider, educator, and advocate of sexual and reproductive health care in New York State. PPGNY is proud to provide a wide-range of family planning services at our brick-and-mortar health centers and mobile care units. We care for everyone regardless of their immigration status, zip code or ability to pay. PPGNY’s education and outreach programs are backed by medically accurate, evidence-based information that allows people to make informed decisions about their health and future. As a voice for reproductive freedom, PPGNY supports legislation and policies that ensure all New Yorkers have access to the full range of reproductive health care and education.

At PPGNY, we provide the absolute best care to our patients and our communities through innovative health care delivery and education programming. We care for everyone who walks through our doors regardless of insurance, ability to pay or immigration status. As a leading voice for reproductive freedom, PPGNY fiercely advocates for policies to ensure that all New Yorkers will have access to the full range of reproductive health care services and information.