Family Services Admin & Grants Coordinator

Heartshare; New York (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

403(B) retirement plan

Health, dental, vision and life-ins.

Employee Assistance Program (EAP)

Flexible spending account

Professional Development opportunities

Tuition Assistance Program

Wellhub Discount

Verizon Wireless Discount

Broadway and entertainment discounts

Job summary

HeartShare in New York seeks an FSS program assistant to provide comprehensive administrative and operational support for the Family Support Services program. You will manage participant records, grant documentation, budgeting, and interdepartmental coordination with families, staff, and vendors while assisting the AVP on special projects.

The role emphasizes organization, attention to detail, discretion, and strong customer service in a fast-paced environment.

Qualifications

• High School Diploma required.
• Bachelor's degree preferred in a related field.
• Minimum three (3) years of progressively responsible administrative experience.
• Experience supporting grant-funded programs preferred.
• Experience in OPWDD, healthcare, education, or nonprofit human services preferred.
• Experience supporting executive-level management preferred.

Responsibilities

• Provide administrative support for Family Support Services operations.
• Maintain participant files and track referrals, enrollments, waitlists, admissions, and program participation.
• Prepare purchase requests, process invoices, and maintain grant expenditure records.
• Manage calendars, prepare correspondence, reports, agendas, and presentations.
• Serve as a professional point of contact for families and community partners, coordinating communications.
• Ensure documentation complies with OPWDD regulations and HIPAA policies.

Skills

Administrative experience

Grant tracking

Executive support

Customer service

Education

High School Diploma

Bachelor's degree in Business Administration, Human Services, Public Administration, Healthcare Administration, or related field

Job description

HeartShare in New York seeks an FSS program assistant to provide comprehensive administrative and operational support for the Family Support Services program. You will manage participant records, grant documentation, budgeting, and interdepartmental coordination with families, staff, and vendors while assisting the AVP on special projects.

The role emphasizes organization, attention to detail, discretion, and strong customer service in a fast-paced environment.