Data & Administrative Coordinator | Training & Development

HANDS THAT MAKE A DIFFERENCE INC; New York (NY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Free uniforms

Training & development

Job summary

Hands That Make A Difference Inc. is seeking a Data Administrative Aide to support administrative, operational, and data management tasks for the COMPASS program funded by DYCD.

You will ensure accurate participant records, enrollment data, and program reporting, while maintaining confidentiality and assisting with program materials and communications. The role requires experience with DYCD Connect PTS/EMS systems, strong organizational skills, and the ability to work with program staff and

Qualifications

• Minimum of one year of administrative, office management, data entry, or program support experience.
• Experience in youth development, educational, nonprofit, or community-based organizations preferred.
• Experience maintaining databases, participant records, and confidential information preferred.
• Proficiency with Microsoft Office and Google Workspace.
• Strong organizational skills and attention to detail.

Responsibilities

• Maintain accurate participant enrollment, attendance, and demographic records.
• Enter, update, and verify participant information in program databases and tracking systems.
• Conduct routine data audits to ensure accuracy, completeness, and compliance.
• Assist in preparing reports on enrollment, attendance, participation, and program outcomes.
• Support the collection and organization of data required for DYCD reporting and monitoring purposes.
• Maintain confidentiality and security of participant information and records.
• Provide administrative support to the Program Director and program staff.
• Prepare, organize, and maintain program files, forms, and documentation.
• Assist with scheduling meetings, trainings, events, and appointments.
• Support the preparation of program materials, correspondence, and communications.
• Maintain office supplies, equipment inventories, and administrative resources.
• Assist with reception and customer service functions as needed.
• Ensure participant files and documentation meet DYCD and organizational requirements.
• Monitor enrollment packets and required forms for completeness.
• Support preparation for monitoring visits, audits, and program reviews.
• Assist with maintaining incident reports, consent forms, attendance records, and compliance documentation.
• Track deadlines and assist with the timely submission of required reports and records.
• Maintain organized filing systems for both electronic and physical records.
• Provide professional and courteous customer service to participants, families, and visitors.
• Assist families with enrollment, registration, and documentation processes.
• Respond to general inquiries and direct participants and families to appropriate staff.
• Support participant recruitment, outreach, and retention efforts.
• Assist with family engagement events and program activities as needed.
• Collaborate with program staff to support daily operations and program implementation.
• Assist with special projects, events, workshops, and program initiatives.
• Support communication efforts between staff, participants, families, and community partners.
• Participate in staff meetings, trainings, and organizational initiatives.
• Contribute to a positive, organized, and efficient work environment.

Skills

Organizational skills

Recordkeeping

Attention to detail

Communication skills

Multitasking

Customer service

Teamwork

Independence

Education

High School Diploma or GED

Associate's Degree in Business Administration, Office Administration, Information Systems, Human Services, or a related field preferred

Tools

Microsoft Office Suite

Google Workspace

Data management systems

Job description

Hands That Make A Difference Inc. is seeking a Data Administrative Aide to support administrative, operational, and data management tasks for the COMPASS program funded by DYCD.

You will ensure accurate participant records, enrollment data, and program reporting, while maintaining confidentiality and assisting with program materials and communications. The role requires experience with DYCD Connect PTS/EMS systems, strong organizational skills, and the ability to work with program staff and