The Administrative Assistant provides administrative and clerical support to the Day Services Department. This position is responsible for maintaining records, managing departmental reporting and tracking systems, supporting participant documentation, coordinating communications, and assisting with operational projects and daily administrative functions. The Administrative Assistant helps ensure efficient operations, data accuracy, organization, and compliance across departmental programs.

Essential Functions and Primary Responsibilities of Position: 

• Administrative Operations

• Manage and maintain department shared drives, electronic filing systems, and document repositories. 
• Develop and maintain organized systems for document storage, retrieval, and version control. 

• Operational Reporting & Data Management

• 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.
• Ensure required program documents are uploaded and maintained in designated locations. 
• Maintain administrative records in accordance with agency standards. 
• Assist with data collection and report preparation for leadership and external stakeholders. 

Community Participant Records & Documentation

• 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.

Project & Department Coordination

• 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. 
• Support implementation of department-wide initiatives, system improvements, and operational projects.
• Coordinate administrative aspects of interdepartmental projects and special initiatives.
• Maintain oversight reports related to admissions, enrollment, and vacancies.

Communication & Customer Service

• 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. 

• High School diploma or GED.
• 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.

Benefits

What we offer once YOU join our growing family:

At Heartshare we offer a comprehensive benefit package based on full-time/part-time status. You can expect:

• 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.
• Gympass Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

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

About Heartshare

Who WE ARE:

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

To learn more about Heartshare, please visit our website at www.heartshare.org or follow us on Twitter LinkedIn YouTube Instagram Facebook