Administrative & Compliance Coordinator

Independent Caring Realities, Inc; Sparta Township (NJ); Hybrid; USD 28,000 - 48,000; Part time

Job summary

Independent Caring Realities, Inc. is seeking an Administrative & Compliance Coordinator for a part-time, remote role in New Jersey.

The ideal candidate will manage onboarding, training, and compliance tasks within our NJ DDD-approved agency, wearing multiple hats and developing efficient systems. The role requires experience with NJ DDD, Medicaid, and documentation control, plus strong organizational and communication skills.

Qualifications

• Previous NJ DDD experience is required
• Experience with NJ DDD-approved providers or Medicaid-funded human services organizations preferred
• Strong organizational and time-management skills are essential
• Excellent written and verbal communication skills are required
• Ability to work independently in a fully remote environment
• Experience onboarding, training coordination, documentation, or compliance is desirable

Responsibilities

• Coordinate onboarding for new employees and maintain onboarding checklists
• Track credentials, certifications, background checks, and documentation
• Manage training calendar, matrix, attendance, and materials
• Assist with compliance tracking for NJ DDD, Medicaid, and agency requirements
• Prepare reports and administrative documents and improve workflows
• Support staff scheduling, referrals, intake, ISP meetings, and service coordination
• Communicate with employees, supervisors, and stakeholders and send reminders
• Assist with audits, documentation, and policies as needed

Skills

Organizational skills

Detail-oriented

Communication

Time management

MS Office

Google Workspace

Remote work

Multitasking

Confidentiality

Independent worker

Education

Bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

EVV systems

Job description

We are seeking a highly organized, dependable, and detail-oriented Administrative & Compliance Coordinator to join our growing New Jersey Medicaid/DDD-approved agency. This is a part-time, 100% remote position ideal for an experienced professional who understands the New Jersey Division of Developmental Disabilities (NJ DDD) service system and can effectively manage multiple administrative, compliance, training, and operational responsibilities.

Because we are a growing agency, the successful candidate must be comfortable wearing multiple hats, working independently, prioritizing competing responsibilities, and helping develop efficient systems and processes.

Key Responsibilities

Onboarding & Staff Administration

• Coordinate administrative aspects of new employee onboarding.
• Maintain onboarding checklists and ensure required documents are completed.
• Track employee credentials, certifications, background checks, and other required documentation.
• Assist with maintaining accurate electronic personnel and training records.
• Follow up with employees regarding missing or incomplete documentation.
• Assist management with employee communications and administrative follow-up.

Training Coordination

• Schedule required staff trainings and orientations.
• Maintain the agency's training calendar and training matrix.
• Track staff attendance and completion of required training.
• Coordinate virtual training sessions and distribute training materials.
• Follow up with staff who have outstanding training requirements.
• Maintain organized training documentation for compliance and audit purposes.

Compliance & Quality Assurance

• Assist with monitoring compliance with NJ DDD, Medicaid, and agency requirements.
• Maintain compliance trackers, audit files, and administrative records.
• Review documentation for completeness, accuracy, and consistency.
• Assist with preparation for internal reviews, DDD/Medicaid audits, and other compliance activities.
• Monitor expiration dates for certifications, licenses, training, and other required documents.
• Help identify missing documentation and communicate deficiencies to appropriate staff or supervisors.
• Assist with maintaining policies, procedures, forms, and operational records.

Administrative & Operational Support

• Provide administrative support to agency leadership and management.
• Maintain calendars, meeting schedules, and administrative trackers.
• Assist with staff scheduling and coverage coordination as needed.
• Assist with collecting and organizing information needed for referrals, intakes, ISP meetings, and service coordination.
• Maintain spreadsheets, databases, electronic files, and tracking systems.
• Prepare reports, correspondence, meeting materials, and administrative documents.
• Assist with developing and improving administrative workflows and systems.
• Support special projects and other operational initiatives as assigned.

Communication & Coordination

• Communicate professionally with employees, supervisors, management, families, Support Coordinators, and other stakeholders as appropriate.
• Send reminders and follow up on outstanding administrative requirements.
• Help ensure important information is communicated timely and accurately.
• Participate in virtual meetings and administrative team meetings as needed.

Additional Responsibilities in a Small, Growing Agency

The ideal candidate understands that working for a small organization requires flexibility. Responsibilities may include:

• Assisting with new program or service development.
• Helping create and organize policies, procedures, forms, and templates.
• Developing tracking tools and administrative systems.
• Assisting with quality improvement initiatives.
• Supporting marketing or outreach projects when needed.
• Assisting with referral and intake processes.
• Helping prepare materials for meetings, audits, inspections, and presentations.
• Identifying opportunities to make administrative processes more efficient.
• Taking initiative rather than waiting to be assigned every task.

Required Qualifications

• Previous NJ DDD experience is required.
• Experience working for an NJ DDD-approved provider, developmental disability service organization, or Medicaid-funded human services organization.
• Strong understanding of NJ DDD service delivery and compliance expectations.
• Experience with staff onboarding, training coordination, documentation, or compliance.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Ability to manage multiple priorities and meet deadlines independently.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and virtual meeting platforms.
• Ability to maintain confidentiality and handle sensitive employee and participant information appropriately.
• Ability to work independently in a fully remote environment.

Preferred Qualifications

• Experience with NJ DDD audits, quality assurance, or compliance reviews.
• Experience with Medicaid documentation and regulatory requirements.
• Experience with EVV or other electronic documentation systems.
• Experience working with Support Coordinators and ISP-related processes.
• Experience scheduling direct support professionals (DSPs).
• Experience maintaining employee training matrices or compliance trackers.
• Experience in a small or start-up human services organization.
• Bachelor's degree in Human Services, Business Administration, Healthcare Administration, or a related field preferred but not required.

Ideal Candidate

We are looking for someone who is:

• Highly organized and detail-oriented
• Self-motivated and able to work independently
• Resourceful and solution-oriented
• Comfortable learning new systems and technology
• Professional and responsive in communication
• Able to prioritize urgent versus routine responsibilities
• Comfortable working in a fast-paced, growing organization
• Familiar with the unique administrative and compliance needs of NJ DDD providers
• Willing to step outside of a traditional job description when the needs of a small agency require it

Schedule & Compensation

Schedule: Part-time

Work Location: Hybrid Remote

Hours: Flexible part-time schedule based on agency needs

Compensation: Competitive and commensurate with experience

Why Join Us?

This is an opportunity to join a growing developmental disability services organization where your work will directly contribute to building strong administrative systems, supporting staff, maintaining compliance, and improving the quality and reliability of services provided to individuals with intellectual and developmental disabilities.

If you are an experienced NJ DDD professional who enjoys organization, problem-solving, compliance, and being the person who keeps things moving behind the scenes, we would like to hear from you.

Work Location: Hybrid remote in Sparta, NJ 07871