Family Support Services Program Assistant

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

The Family Support Services (FSS) program assistant provides comprehensive administrative and operational support for Heartshare's Family Support Services Program. This position plays a critical role in ensuring the efficient administration of OPWDD Family Support Services by maintaining accurate records, supporting grant compliance, monitoring allowable and non-allowable expenditures, coordinating participant documentation, and assisting with fiscal and program operations. The Family Support Services (FSS) program assistant serves as a primary administrative resource for families, staff, care managers, community partners, and vendors while supporting the Assistant Vice President with departmental initiatives and special projects. This position requires exceptional organization, attention to detail, discretion, customer service skills, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions And Primary Responsibilities Of Position

Family Support Services Administration

• 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 the enrollment process.
• Maintain accurate electronic and paper records.
• Monitor deadlines for required documentation and follow up as needed.
• Assist with scheduling family activities, workshops, and support groups.

Grant Administration & Fiscal Support

• Maintain organized records supporting Family Support Services grant requirements.
• Assist with tracking allowable and non-allowable grant expenditures.
• Prepare purchase requests and required documentation.
• Process invoices, reimbursement requests, petty cash, and payment documentation.
• Maintain spreadsheets tracking grant expenditures and program budgets.
• Reconcile receipts and financial documentation.
• Collaborate with Fiscal to ensure timely processing of invoices and payments.
• Assist with preparation of grant reports and supporting documentation.
• Maintain files for grant monitoring, audits, and compliance reviews.

Administrative Operations

• Manage departmental calendars, meetings, and schedules.
• Prepare correspondence, reports, meeting agendas, and presentations.
• Maintain departmental filing systems.
• Monitor office supply inventory and order supplies.
• Coordinate conference room scheduling and meeting logistics.
• Prepare monthly reports and program tracking information.
• Maintain departmental forms, templates, and operational documents.
• Assist with updating policies, procedures, and program materials.

Family & Community Relations

• Serve as a professional and welcoming point of contact for families and community partners.
• Respond to telephone calls, emails, and inquiries promptly and professionally.
• Provide families with information regarding available Family Support Services.
• Coordinate communication between families, care managers, providers, and program staff.
• Support outreach activities and family engagement initiatives.
• Assist with special events, family nights, and community resource fairs.

Compliance & Quality Assurance

• Ensure documentation complies with OPWDD regulations and agency standards.
• Maintain confidentiality in accordance with HIPAA and agency policies.
• Assist with internal audits and quality assurance reviews.
• Prepare documentation requested during regulatory reviews.
• Monitor document expiration dates and notify staff of renewal requirements.
• Maintain organized files to support continuous audit readiness.

Executive Support

• Provide administrative support to the Assistant Vice President.
• Assist with departmental projects, reports, and operational initiatives.
• Prepare meeting materials and presentation documents.
• Maintain tracking spreadsheets and operational dashboards.
• Coordinate special projects as assigned.
• Assist with implementation of new departmental systems and initiatives.
• Perform additional duties as assigned to support departmental operations.

Qualifications

• High School Diploma required.
• Bachelor's degree in business administration, Human Services, Public Administration, Healthcare Administration, or a related field preferred.
• Minimum three (3) 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.

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You canexpect:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to [e-mail].

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.