Education Admin Coordinator — Compliance & Operations Lead

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

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.