School Administrative Assistant

Heartshare; New York (NY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Paid time off

403(b) retirement plan

Professional development opportunities

Employee discounts

Job summary

Heartshare is seeking a School Administrative Assistant to support the Education Division and Preschool programs. The role manages daily admin tasks, coordinates meetings, prepares reports, and maintains records while communicating with staff, students, and external partners.

The position requires bilingual English/Spanish abilities, strong organizational skills, and experience in an educational or nonprofit setting. On-site work and collaborative teamwork are emphasized.

Qualifications

• Minimum 1-year experience in administration or office support.
• High School Diploma or equivalent required.
• Proficiency in Microsoft Outlook, TEAMS and Excel; Paycom familiarity preferred.
• Strong English and Spanish verbal and written communication.
• Excellent organizational skills and attention to detail.

Responsibilities

• Coordinate meetings, prepare reports, and maintain records.
• Handle correspondence, organize documents, and assist with program logistics.
• Support staff, students, and external partners with effective communication.
• Manage bus routes, attendance, and roster updates as part of the Education Division.
• Translate correspondence for Spanish-speaking families.

Skills

Bilingual English/Spanish

Verbal communication

Written communication

Organization

Customer service

Education

High School Diploma/Equivalent

Tools

Microsoft Outlook

TEAMS

Excel

Paycom

Job description

The School Administrative Assistant in the Education Division provides essential support to ensure the smooth operation of our Pre‑School and services. This role is responsible for managing daily administrative tasks, including coordinating meetings, preparing reports, and maintaining records. The School Administrative Assistant will support the team by handling correspondence, organizing documents, and assisting with program logistics. Additionally, this position requires effective communication with staff, students, and external partners, along with a strong attention to detail and organizational skills to help maintain a productive and collaborative environment within the Education Division.

Primary Responsibilities And Essential Functions Of Position

• Ensures compliance with IEP documents.
• Coordinates the acquisition of all prescriptions needed throughout the year to maintain mandated services and comply with Medicaid regulations.
• Coordinates team meetings throughout the year and maintains the school calendar.
• Acts as liaison with DOE, SCE, CPSE and districts regarding issues with Related Services, annuals or quarterlies.
• Coordinates all Turning‑3 intakes.
• Ensures execution of policies and procedures as set forth by Heartshare.
• All Heartshare Education Employees will be required to learn and master the use of all software systems and technology utilized.
• Liaison Management: Serve as the primary point of contact between the bus company, parents, and school administration to ensure smooth communication and efficient resolution of issues.
• Route Oversight – Monitor and manage bus routes to ensure timely arrivals and departures. Regularly update and verify addresses to maintain accurate routing information.
• System updates: input and update essential information in the system, including school start dates, changes in parental details, and maintaining an accurate roster.
• Staff Communication: Keep School staff informed about bus schedules, routes, and any changes that may impact their classes.
• Name tag creation: Design and produce name tags for students to facilitate smooth bus boarding and identification.
• Bus Drill Coordination: Organize and conduct bus evacuation drills to ensure student safety and preparedness.
• Receive and direct all telephone calls to the program. Take and relay messages as necessary.
• Answer questions for inquiring parents and notify them of upcoming CPSE/CSE meetings.
• Communicate with CPSE to schedule screenings and collect enrollment paperwork.
• Welcome all visitors to the Preschool Program and ensure that they sign‑in in the Visitor’s Log. Contact the staff person that the visitor is seeing.
• Provides first attend dates to CPSE administrators.
• Updates and provides attendance for CMR compliance.
• Update class lists and staff rosters as needed.
• Order all classroom, office supplies, purchase orders.
• Coordinate bussing, extensive communication with bus company on daily basis.
• Taking care of petty cash.
• Establish, maintain, and keep current program staff and student files and medical records.
• Undertake typing and paperwork as assigned by Program Director.
• Complete all paperwork, data entry and filing on a timely basis.
• Translate all correspondence for Spanish‑speaking families.
• Participate in in‑service training and on‑site workshops, as required, for professional growth and development. Attend external trainings and workshops at direction of direct supervisor.
• Maintain and keep current program staff DOH mandated trainings in the staff files.
• Undertake any additional tasks and initiatives within the scope of the role as assigned by supervisor or program director.
• Remain sensitive and responsive to cultural differences of program participants and program staff.
• Follow all agency, state and federal regulations to maintain program HIPAA compliance.

Qualifications

• Minimum 1‑year experience in an administration or office support role, ideally with an educational, non‑profit or similar setting required.
• High School Diploma/Equivalent required.
• Technical Skills: Proficiency in Microsoft Outlook, TEAMS, and Excel is required; familiarity with Paycom preferred.
• Strong verbal and written communication skills in both English and Spanish, with the ability to draft, translate, and review documents accurately.
• Excellent organizational skills and attention to detail to manage multiple tasks, schedules, and documentation efficiently.
• Customer Service Orientation: Demonstrated ability to work effectively with students, staff, and external contacts, providing professional and responsive support.
• Flexibility and Adaptability: Willingness to adapt to the evolving needs of the division and handle additional responsibilities as needed.

Physical Requirements

• Walk to and from various locations in the building.
• May need to stoop, bend, and sometimes lift or push wheelchairs of children being served.
• Physical intervention techniques may be required to aid the children in challenging moments.
• Specific vision abilities include close vision, distance vision and ability to focus.

Benefits

You can expect:

• 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].