Administrative Operations & Data Specialist

Heartshar; New York (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

403(B) retirement plans

Job summary

Heartshare is seeking an Administrative Assistant to provide administrative and clerical support to the Day Services Department. The role focuses on maintaining records, reporting, and document management across programs, ensuring data accuracy and compliance.

You will assist with enrollment and referral tracking, life plans, and audits, coordinate communications across sites, and support with department initiatives and daily operational tasks in a fast-paced nonprofit environment.

Qualifications

• High school diploma or GED required.
• Minimum of three years of administrative or data management experience.
• Experience in nonprofit/healthcare/human services environment preferred.
• Strong organizational skills with ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite and data tracking tools.

Responsibilities

• Manage and maintain department documentation and filing systems.
• Generate and maintain program reports and dashboards.
• Support enrollment, referrals, and life plan/document tracking.
• Coordinate interdepartmental projects and communications.
• Serve as liaison between sites and central office departments.

Skills

Data entry

Attention to detail

Time management

Communication skills

Customer service

Multitasking

Education

High school diploma or GED

Tools

Excel

Word

Outlook

Teams

SharePoint

Job description

Heartshare is seeking an Administrative Assistant to provide administrative and clerical support to the Day Services Department. The role focuses on maintaining records, reporting, and document management across programs, ensuring data accuracy and compliance.

You will assist with enrollment and referral tracking, life plans, and audits, coordinate communications across sites, and support with department initiatives and daily operational tasks in a fast-paced nonprofit environment.