Family Support Programs Admin & Grants Coordinator

Heartshare Human Services Of New York; New York (NY); On-site; USD 63,000 - 69,000; Full time

Benefits offered by this job

403(B) retirement plan with employer

Health, dental, vision and life ins

Employee Assistance Program (EAP)

Flexible spending account

Job summary

Heartshare Human Services Of New York is seeking a program assistant for the Family Support Services program in Woodside, NY. The role provides administrative and operational support, manages participant records, and assists with grant administration and program operations.

The candidate will coordinate intake, track program participation, handle documentation, and support families, staff, care managers, vendors, and partners while assisting the AVP with special projects.

Qualifications

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

Responsibilities

• Provide administrative support for all Family Support Services operations.
• Maintain participant files in accordance with OPWDD and agency requirements.
• Track referrals, enrollments, waitlists, admissions, and program participation.
• Ensure all required participant documentation is current and complete.
• Coordinate intake paperwork and assist families through enrollment.
• Prepare purchase requests and required documentation.
• Process invoices, reimbursement requests, petty cash, and payment documentation.
• Maintain spreadsheets tracking grant expenditures and program budgets.
• Assist with preparation of grant reports and supporting documentation.
• Maintain files for grant monitoring, audits, and compliance reviews.

Skills

Administrative skills

Customer service

Attention to detail

Documentation

Education

High School Diploma or Equivalent

Bachelor's degree in Business Administration or related field

Tools

Microsoft Excel

Grant management software

Job description

Heartshare Human Services Of New York is seeking a program assistant for the Family Support Services program in Woodside, NY. The role provides administrative and operational support, manages participant records, and assists with grant administration and program operations.

The candidate will coordinate intake, track program participation, handle documentation, and support families, staff, care managers, vendors, and partners while assisting the AVP with special projects.