Administrative Coordinator

Heartshar; New York (NY); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Paid time off

Retirement plan

Health insurance

Dental insurance

Vision insurance

EAP

FSA

Professional development

Job summary

HeartShare's Education Department seeks an Administrative Coordinator to manage daily administrative operations, oversee regulatory documentation, and support leadership.

You will supervise staff, maintain office calendars, coordinate audits and data collection, and ensure timely completion of all processes in compliance with policies.

The role requires an associate degree and 2-5 years of experience; proficient in Microsoft Office and TEAMS, with ability to work across sites.

Qualifications

• Associate degree required.
• 2–5 years of administrative experience, preferably in education/nonprofit/human services.
• Experience coordinating office operations, administrative systems, and supporting departmental initiatives.
• Strong knowledge of regulatory documentation, compliance requirements, and maintaining accurate records.
• Prior supervisory experience with ability to guide and train administrative staff.
• Excellent organizational skills with ability to manage multiple tasks and deadlines.
• Strong written and verbal communication skills for interactions with staff, leadership, families, and external stakeholders.
• Proficiency in Microsoft Office Suite and experience with electronic recordkeeping systems.

Responsibilities

• Coordinate day-to-day administrative operations and office systems.
• Oversee regulatory documentation and compliance with mandates.
• Supervise administrative support staff and oversee quality of work.
• Create scheduling of duties and maintain office calendars; consult leadership as needed.
• Assist with responses to program audits and annual reports.
• Maintain personnel and staff databases and medical records as required.
• Schedule meetings and distribute agendas; participate in meetings as required.
• Travel to train administrative staff at multiple locations.

Skills

Regulatory knowledge

Organizational skills

Communication skills

Microsoft Office

Education

Associate degree

Tools

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 PositionUse 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 RecordsCreate, 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.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.BenefitsAt 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.Wellhub DiscountVerizon Wireless Discount.BJs Membership discount.Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & moreHeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail] HeartshareWho 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 FacebookHeartShare Human Services of New York | Homepage . HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.