Administrative Coordinator

Heartshare; New York (NY); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Health, dental, vision insurance

403(B) retirement plan with employer‑h

Employee Assistance Program (EAP)

Flexible spending account

Job summary

HeartShare Education Department seeks an Administrative Coordinator to manage daily administrative operations and office systems. You will ensure regulatory documentation compliance, supervise administrative staff, and support leadership with organized workflows and timely processing.

Responsibilities include maintaining personnel records, coordinating meetings, and managing TEAMS users, while collaborating with the VP of Education and other directors.

Qualifications

• Associate degree required.
• 2–5 years of administrative experience in education, healthcare, nonprofit, or human services.
• Experience coordinating office operations and supporting departmental initiatives.
• Strong knowledge of regulatory documentation and compliance.
• Prior supervisory experience with the ability to train staff.
• Excellent organizational and written/verbal communication skills.

Responsibilities

• Coordinate day‑to‑day administrative operations for the Education Department.
• Supervise administrative support staff and ensure timely, accurate documentation.
• Maintain office calendars and organize meetings with leadership.
• Oversee regulatory documentation and compliance with mandates.
• Maintain personnel records and manage TEAMS users.

Skills

Strong organizational skills

Excellent communication skills

Microsoft Office Suite proficiency

Regulatory documentation knowledge

Independent judgment and decision‑mak​

Education

Associate degree

Tools

Microsoft Teams

Electronic recordkeeping systems

Job description

The Administrative Coordinator is responsible for coordinating the day-to-day administrative operations and office systems for the Education Department. This role oversees regulatory documentation and compliance with applicable mandates, supervises administrative support staff, and ensures efficient office operations. The Administrative Coordinator serves as a key resource in maintaining organized workflows, supporting departmental leadership, and ensuring administrative processes are completed accurately, timely, and in accordance with organizational and regulatory requirements.

Primary Responsibilities And Essential Functions Of Position

• Use discretion and independent judgment involving the comparison and evaluation of possible courses of conduct. Their judgments may affect business operations or have a significant financial impact.
• Has the authority to waive or deviate from established rules or policies but will always keep open the lines of communication of such issues with their direct supervisor and/or upper administration, as this makes for best business practices.
• Has reasonable input into decision of who to hire, transfer, suspend, lay off, recall, promote, discharge, reward or discipline, adjust employees’ grievances, assign duties and schedules, and responsibly direct employees they supervise.
• Ensure a division of work duties with other office staff and oversees their quality of work.
• Create the scheduling of duties and the upkeep of office calendars for office staff and consults with the VP, COS & Director as needed.
• Oversee specialized projects to ensure the effective and efficient running of the Department.
• Assist with the response format to Program audits.
• Assist in the preparation of annual trend reports, applications and data collection.
• Oversee document management with the Department using established guidelines.
• Oversee and approve the submission of designated office system supply orders.
• Work closely with the VP, COS, Director and/or Education Coordinators with day-to-day staff-related issues such as attendance, punctuality, receipt of requested paperwork, etc.
• Coordinate and arranges meetings and ensures agenda is distributed and may be asked to participate in various meetings as required.
• Conduct meetings with office staff to share information and monitor office needs and functioning.
• Maintain special projects, charts, lists, or forms as required.
• Maintain the personnel records of the Department – ensuring Human Resources has the originals of all documents.
• Schedule appointments and relay general business information to callers.
• Read and comprehend instructions, correspondence, and memos. Compose routine reports, memos, responses to usual correspondence, etc.
• Ensure the high quality of all office functions, including typing, filing, copying, faxing, telephone work, etc.
• Mandatory attendance at required in-service training, along with ability to absorb and demonstrate compliance with all regulations and HeartShare policy and procedure requirements is required for this position.
• Keep track of certificate renewals.
• Assist in manage all users in TEAMS.
• Oversee the maintainance of student Medical Records
• Create, prepare and maintain staff database. (medicals, DOH trainings, certifications etc.)
• Occasionally travel to provide training to new administrative assistants at all locations.
• Attendance/Punctuality is consistently at work and on time. Ensures work responsibilities are covered when absent. Arrive at meetings and appointments on time.

Supervisory Responsibilities

• Supervise the office staff of the Department and others as assigned by VP of Education or COS.

Work Environment

• The environment in the office setting offers no unusual situations, although some sites may have stairs and those must be navigated. The position requires the ability to work in a busy, occasionally noisy office, with many people and distractions daily. Travel between various sites by means of public or private transportation is required, with weather conditions unpredictable.

Qualifications

• Associate degree required.
• Minimum of 2-5 years of administrative experience, preferably within an education, healthcare, nonprofit, or human services environment.
• Experience coordinating office operations, managing administrative systems, and supporting departmental initiatives.
• Strong knowledge of regulatory documentation, compliance requirements, and maintaining accurate records.
• Prior supervisory experience with the ability to provide guidance, training, and support to administrative staff.
• Excellent organizational skills with the ability to prioritize multiple tasks, manage deadlines, and maintain attention to detail.
• Strong written and verbal communication skills with the ability to interact professionally with staff, leadership, families, and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with electronic recordkeeping systems.
• Ability to analyze information, identify areas for improvement, and support the development of efficient administrative processes.
• Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism.
• Ability to work independently, exercise sound judgment, and collaborate effectively within a team environment.

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You canexpect:

• 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

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail].

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
• HeartShare Human Services of New York | Homepage . HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.