Administrative Data Specialist #58747 $22.44+ DOE

Make a difference with VOA Oregon! For over 125 years, Volunteers of America Oregon has been dedicated to serving the most vulnerable members of our community. Through our programs in behavioral health, addiction treatment, reentry services, and support for children and families, we provide life-changing services that promote safety, healing, and empowerment. This position must be filled by a male-identifying individual.

Join a mission-driven organization that truly values its employees! This is a full-time position with excellent benefits, including:

Comprehensive health coverage - medical, dental, and vision insurance, with an employee medical premium starting at just $12.50 per paycheck

Financial protection - life insurance, short- and long-term disability insurance

Retirement security - 403(b) with an automatic 5.5% employer contribution after 18 months, regardless of employee participation

Work-life balance - a generous paid time off (PTO) plan, starting with accruals that earn 15 days in the first year, 23 days in the second, and 26 days in the third

Upfront sick leave - 80 hours of front-loaded sick time (prorated in the first year), which resets annually on January 1

Paid holidays - 10 paid holidays each year, plus three personal holidays (prorated in the first year) for employees to take time off to celebrate holidays, events, or milestones that matter most to them

Student loan forgiveness - As a 501(c)(3) nonprofit, VOA Oregon is a qualifying employer for the Public Service Loan Forgiveness (PSLF) program, which can help employees reduce or eliminate their federal student loan debt after 10 years of qualifying payments.

Additional perks - flexible spending accounts, an employee assistance program, and other voluntary benefits and discounts

At VOA Oregon, you'll be part of a compassionate and dedicated team, making a real difference in our community. Apply today!

Position close date: 1/06/2026

Job Summary

The Administrative Data Specialist provides centralized administrative and data support to outpatient programs by ensuring accurate data entry, record maintenance, reporting, and workflow coordination across clinical and administrative teams. This role focuses on data integrity, documentation accuracy, scheduling support, and process consistency to support efficient clinic operations, regulatory compliance, and informed decision-making. Working closely with schedulers, clinicians, and leadership, the Administrative Data Specialist helps maintain reliable records, supports daily operational needs, and contributes to continuous improvement efforts across programs.

Education & Experience.

• Combination of education and experience that provides the knowledge, skills, and abilities required for this position.
• Two years of experience in administrative support, data entry, scheduling, or records management in a fast-paced environment.
• Experience with electronic health record systems, databases, or reporting tools is preferred.
• Experience in behavioral health, healthcare, social services, or other regulated environments is preferred.

Certificates, Licenses, Registrations and/or Specialized Training

• No additional certifications, licenses, registrations or specialized training are required.
• Training provided on electronic health record systems, data standards, reporting workflows, confidentiality requirements, and organizational procedures.

Essential Job Duties

• Maintains accurate and timely data entry across electronic health records, scheduling systems, and internal tracking tools to support clinical, operational, and reporting needs.
• Reviews records for completeness, accuracy, and compliance with documentation standards, and corrects errors or flags discrepancies for follow-up.
• Supports scheduling and administrative workflows by assisting with appointment coordination, updates, and verification of client, provider, and service information.
• Generates routine and ad hoc reports related to scheduling, attendance, utilization, and operational metrics, and communicates trends or issues to supervisors.
• Scans, uploads, labels, and organizes documentation in accordance with record retention, confidentiality, and quality standards.
• Coordinates with schedulers, front desk staff, and clinical teams to ensure data consistency across systems and reduce duplicate or conflicting information.
• Monitors data quality indicators and identifies recurring issues, workflow gaps, or process improvement opportunities, escalating as appropriate.
• Responds to internal data requests from supervisors, managers, or auditors while maintaining confidentiality and appropriate access controls.
• Supports compliance with privacy laws and regulations, including HIPAA and 42 CFR Part 2, by safeguarding sensitive client and employee information.
• Provides general administrative support such as tracking assignments, updating logs, preparing materials, and assisting with special projects as assigned.
• Performs additional related duties as assigned to support program and organizational goals.

Knowledge, Skills, & Abilities

• Knowledge of confidentiality laws and privacy practices, including HIPAA and 42 CFR Part 2, and ability to protect sensitive information while handling records and data.
• Knowledge of outpatient clinic or program workflows, including scheduling, documentation, and data flow between administrative and clinical functions.
• Knowledge of data accuracy standards, quality control practices, and the importance of reliable data for operations, compliance, and decision-making.
• Skilled in using electronic health records, databases, scheduling software, and standard office applications with training and support.
• Skilled in organizing, reviewing, and reconciling data across multiple sources while maintaining attention to detail and accuracy.
• Skilled in communicating clearly and professionally with administrative, clinical, and leadership staff regarding data needs, corrections, or questions.
• Skilled in managing multiple tasks, deadlines, and requests in a fast-paced environment without sacrificing accuracy or confidentiality.
• Ability to follow established procedures, accept supervision, and adjust work practices based on feedback and changing requirements.
• Ability to recognize data issues outside the scope of routine correction and escalate concerns appropriately.
• Ability to maintain professional boundaries and avoid interpretation or use of data beyond assigned administrative and reporting functions.
• Ability to remain calm, organized, and solution-focused during periods of high volume, competing priorities, or system changes.

Other Eligibility Requirements

• Must complete a criminal history background check and receive authorization from the State of Oregon's Background Check Unit.
• Must not be excluded from participation in federal healthcare programs, including but not limited to listings on the Office of Inspector General (OIG) List of Excluded Individuals/Entities and the System for Award Management (SAM) exclusion list.
• Must be legally authorized to work in the United States without sponsorship.

Travel Requirement

• This position does not require regular business travel. Occasional overnight travel may be necessary for training, meetings, or other business needs.

Supervisory Responsibilities

This position does not have any supervisory responsibilities.

Physical Demands & Work Environment

The physical demands described here must be met by an employee while performing the essential duties of this job. The employee is regularly required to sit for extended periods, use hands and fingers to operate a computer and other office equipment, and communicate effectively in person and by phone. The employee may occasionally be required to stand, walk, bend, and lift up to 25 pounds.

The work environment characteristics described here may be encountered by an employee while performing the essential duties of this job. The work is primarily performed in an Outpatient Clinical setting with frequent use of standard office equipment such as computers, phones, and printers and interaction with staff, clients, and other individuals. Must be able to respond to occasional crisis situations and maintain safety in an environment where clients may present unpredictable, disruptive, or escalated behavior. The noise level is generally moderate.

Individuals in this role must be able to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for this position.