Day & Community Services Administrative Assistant

HeartShare; New York (NY); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

403(b) retirement plan

Paid time off

Job summary

Heartshare in New York City seeks an Administrative Assistant – Day & Community Services to provide administrative and operational support to Day and Community Services, manage participant records, assist admissions and enrollment processes, and coordinate meetings.

You will maintain filing systems, support program leadership, handle attendance and census tracking, and ensure documentation is organized and audit-ready while upholding HIPAA and agency policies.

Qualifications

• High school diploma or GED required; associate coursework preferred.
• Experience in administrative support, office administration, customer service, or clerical roles.

Responsibilities

• Provide administrative support to Day & Community Services leadership and program teams.
• Maintain organized filing systems and prepare departmental documents.
• Respond to routine inquiries from staff, families, and external stakeholders.
• Maintain confidentiality of participant and agency information.
• Assist with special projects and audits as needed.
• Coordinate purchasing of program supplies and manage card requests and inventory.
• Maintain attendance and census tracking for assigned programs.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

MS Office

Outlook

Excel

Education

High School Diploma or GED

Associate degree coursework in related field

Tools

PrecisionCare

CHOICES

Paycom

Microsoft Office Suite

Job description

Heartshare in New York City seeks an Administrative Assistant – Day & Community Services to provide administrative and operational support to Day and Community Services, manage participant records, assist admissions and enrollment processes, and coordinate meetings.

You will maintain filing systems, support program leadership, handle attendance and census tracking, and ensure documentation is organized and audit-ready while upholding HIPAA and agency policies.