TLC Data and Administrative Assistant - TLC

COVID-19 vaccine and booster required.

This is a union position.

Program participants are 18 and over adults who are under the influence of substances and need short term assistance and support. HR360 will be operating the Privacy Area at the Tenderloin Linkage Center in a manner that treats all participants with compassion, dignity and respect. Shifts are staffed with a supervisor, EMT, health workers, and safety navigators. The team works to ensure the safety of all participants, especially focused on those who may be using substances in the Privacy Area.

The program is a welcoming, compassionate, trauma-informed, culturally attuned, and user-responsive space that focuses on the principles of harm reduction. Alongside providing a safe, comfortable space for clients, our emphasis is on supporting people at increased risk of substance use-related high-risk behaviors and trauma, homelessness, and death due to overdose. Priority will be given to clients’ safety, and all staff will be trained in OD Prevention, Recognition, Response and Narcan Administration. By recognizing the dignity and humanity of all participants, HR360 aspires:

To monitor participant safety and prevent fatal overdoses.

To reduce barriers for people who use drugs to access a non-judgmental and participant-centered space, addressing the inter-related harms of homelessness, substance use, and trauma;

To help address and reduce the harmful impacts of substance-related harms in the immediate and surrounding neighborhood, by providing radical hospitality to individuals who are experiencing substance use related crisis/disfunction;

To create a stigma-free zone for services that will elicit and incorporate the needs and preferences of persons who use drugs in San Francisco into the program’s mission, policies, practices, and development;

To continuously improve and develop the service delivery of this community-based model, through data collection, participant feedback, and evaluations;

And to collaborate with our community partners, and support linkages to partner agencies providing community-based harm reduction, treatment, and wellness resources (housing, primary care, substance use treatment, and other services available at the TLC). 

This position requires full vaccination against COVID-19 before hire.

HealthRIGHT 360 is an equal opportunity employer, and reasonable accommodation may be made to enable qualified individuals with either disabilities or religious exemptions to meet this requirement, and other essential job functions.

The work schedule for this position is:

Job duties may be performed indoors or outdoors. May be required to work nights and weekends. May be redeployed to work at other relevant sites as needed.

The Data & Administrative Assistant plays a vital role in coordinating services provided TLC, including administering surveys, providing crucial administrative support to the Program Manager, collecting program data, and liaising with the evaluation team to coordinate data collecting and sharing for analysis. The Data & Administrative Assistant works collaboratively with TLC program staff to ensure accurate data collection and to provide inventory tracking and ordering to ensure smooth and continued operations. The Data & Administrative Assistant is also responsible for managing any administrative projects assigned by the TLC Program Manager.

The Data and Administrative Assistant may also be designated to fill the role of Health & Safety Representative including monthly safety trainings, emergency drills, maintain safety supplies, update emergency response plan, and attend safety meetings. Job duties may be performed indoors or outdoors. May be required to work nights and weekends. May be redeployed to work at other relevant sites as needed.    

Administrative Responsibilities: 

• Provides administrative support to the TLC Program Primary responsibilities include scheduling, inventory management, supply ordering, and assisting program leadership with administrative tasks and initiatives.
• Helps Program Manager to maintain smooth program operations by following policies and procedures; reporting needed changes.
• Performs general clerical duties such as typing, filing, note-taking, etc.
• Collaborate with program and administrative staff to monitor and evaluate quality improvement initiatives for the TLC.
• Manage administrative systems including supporting relevant meetings and events by collecting agenda items, managing project-specific calendars, inviting participants, preparing handouts and PowerPoint presentations, and taking minutes.

Data Responsibilities: 

• Maintains source data for computer entry by compiling and entering information.
• Processes and reviews data for deficiencies; resolving discrepancies by using standard procedures.
• Take initiative in implementing data collection procedures with frontline staff and troubleshooting as needed.
• Oversee accurate data collection. Maintains data entry requirements by following data program techniques and procedures, as established by the Evaluation Team.
• Maintains participant records according to HIPAA and 42 CFR, adheres to all participant confidentiality requirements and standards.
• Reviews and assists staff with making necessary corrections to information entered.
• Compiles, sorts, and verifies accuracy of data to be entered.
• Accurately prepares monthly, quarterly, annual and ad hoc reports for the management team as requested.
• And, other duties as assigned. 

Education and Experience Required:

• Bachelor’s degree.
• Experience working on research projects and/or coordinating data collection and reporting.
• Experience working with active substance use population in a public health, healthcare, or research setting.

Background Clearance Required:

• Must not be on active parole or probation.

Knowledge Required:  

• Culturally competent and able to work with a diverse population.
• Strong proficiency with Microsoft Office applications, specifically Excel, Word, Outlook and internet applications.
• Strong understanding of and ability to adhere to research protocols.
• Experience with data management systems and various reporting and analytic tools.

Skills and Abilities Required:

• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.
• Professionalism, punctuality, flexibility and reliability are imperative.
• Excellent verbal, written, and interpersonal skills.
• Integrity to handle sensitive information in a confidential manner.
• Strong problem-solving skills.
• Excellent organizational skills and ability to multitask and juggle multiple priorities.
• Outstanding ability to follow-through with tasks.
• Ability to work cooperatively and effectively as part of an interdisciplinary team and independently assume responsibility.
• Strong initiative and enthusiasm and willingness to pitch in whenever needed.
• Able to communicate well at all levels of the organization including working with organization leadership and high-level representatives of partner organizations.
• Able to work within a frequently changing project scope while maintaining overall direction and structured priorities.

Desired:

• Knowledge of clinical documentation (treatment or case plans, progress notes, etc.).  

Tag: IND100.