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About the Role

The Administrative Assistant provides essential administrative and clerical support to the Day Services Department, ensuring efficient operations, data accuracy, organization, and compliance across departmental programs.

Responsibilities

• Manage and maintain department shared drives, electronic filing systems, and document repositories.
• Develop and maintain organized systems for document storage, retrieval, and version control.
• Ensure required program documents are uploaded and maintained in designated locations.
• Maintain administrative records in accordance with agency standards.
• Maintain and update program attendance reports, vacancy reports, operational dashboards, and other departmental tracking tools.
• Maintain departmental census, utilization, attendance, and vacancy tracking systems.
• Maintain oversight reports related to admissions, enrollment, and vacancies.
• Assist with enrollment and referral tracking reports.
• Support department-wide reporting and dashboard development.
• Generate recurring operational reports for leadership review.
• Monitor data accuracy and follow up on missing or incomplete information.
• Assist with data collection and report preparation for leadership and external stakeholders.
• Maintain participant files and ensure required documentation is current and properly organized.
• Upload and maintain participant records in PrecisionCare and other agency systems.
• Track and monitor Life Plans, LCEDs, consent forms, authorizations, and other required documentation.
• Maintain document tracking logs and notify supervisors of upcoming due dates or missing documentation.
• Assist with record reviews and file organization to support compliance and audit readiness.
• Assist with implementation of departmental initiatives and special projects.
• Support implementation of department-wide initiatives, system improvements, and operational projects.
• Coordinate administrative aspects of interdepartmental projects and special initiatives.
• Track project deadlines and deliverables.
• Coordinate department-wide communications and information distribution.
• Support program leadership with administrative and operational needs.
• Serve as an administrative liaison between program sites and central office departments.
• Respond to routine inquiries and requests for information.
• Support communication with internal and external stakeholders.

Requirements

• High school diploma or GED required
• Minimum of three (3) years of administrative, operational support, data management, or office coordination experience.
• Experience supporting multiple programs, departments, or sites preferred.
• Experience in a nonprofit, healthcare, education, OPWDD, or human services environment preferred.
• Organizational skills with the ability to manage multiple priorities, deadlines, and projects simultaneously.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, Teams, and SharePoint.
• Experience maintaining databases, dashboards, tracking systems, and electronic filing systems.
• Strong data entry, reporting, and record management skills with a high level of accuracy and attention to detail.
• Ability to analyze information, identify discrepancies, and follow up on missing or incomplete data.
• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service skills and ability to work effectively with internal and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving, time management, and project coordination skills.
• Ability to work independently while managing competing priorities in a fast-paced environment.

Skills

• Microsoft Office Suite
• Excel
• Word
• Outlook
• Teams
• SharePoint
• Database maintenance
• Dashboard maintenance
• Tracking system maintenance
• Electronic filing system maintenance
• Data entry
• Reporting
• Record management
• Data analysis
• Written communication
• Verbal communication
• Interpersonal communication
• Customer service
• Confidentiality
• Problem-solving
• Time management
• Project coordination

Location

• Woodside, NY

Work Type

• Full-Time
• Day Shift

Experience Level

• 3+ years of experience

Education Level

• High School Diploma or Equivalent

Salary/Compensations

• $22.00 - $24.00 Hourly

Benefits

• Rewarding work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee appreciation programs and events.
• Tuition assistance program.
• Professional development opportunities.
• Wellhub discount
• Verizon Wireless discount.
• BJs membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more.

About the Company

• For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

Equal Opportunity

• HeartShare is an Equal Opportunity Employer (EOE).
• If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.