Administrative & Data Coordination Specialist

Heartshare; New York (NY); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

403(b) retirement plan

Health, dental, vision, life insurance

EAP

Dependent Care FSA

Gympass discount

Broadway and event discounts

Job summary

Heartshare is seeking an Administrative Assistant to support the Day Services Department with clerical tasks, reporting, and documentation. The role focuses on maintaining records, dashboards, and data accuracy across programs, while coordinating communications and supporting operational projects.

Responsibilities include managing filing systems, generating routine reports, and ensuring timely documentation.

Qualifications

• 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 nonprofit, healthcare, education, OPWDD, or human services environment preferred.
• Strong data entry, reporting, and record management skills with a high level of accuracy and attention to detail.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, Teams, and SharePoint.

Responsibilities

• Administrative Operations: manage filing and document repositories.
• Operational Reporting & Data Management: maintain attendance and dashboards.
• Project & Department Coordination: track deadlines and deliverables.
• Communication & Customer Service: liaise with sites and central offices.
• Compliance & Documentation: ensure documents uploaded and audit readiness.

Skills

Admin support

Data management

Dashboard awareness

Communication

Time management

Education

High School diploma or GED

Tools

Excel

Word

Outlook

Teams

SharePoint

Job description

Heartshare is seeking an Administrative Assistant to support the Day Services Department with clerical tasks, reporting, and documentation. The role focuses on maintaining records, dashboards, and data accuracy across programs, while coordinating communications and supporting operational projects.

Responsibilities include managing filing systems, generating routine reports, and ensuring timely documentation.