Training Compliance Manager and System Administrator

HeartShare Wellness LTD; New York (NY); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

403(B) retirement plan with employer

Job summary

HeartShare is seeking a Training Compliance Manager to oversee organization-wide training compliance initiatives across programs and departments. The role focuses on tracking, audits, and LMS-driven workflows while collaborating with HR, QA, and regulatory teams to strengthen compliance culture.

The ideal candidate will be highly organized, analytical, and experienced in training operations within complex human services or healthcare environments, ensuring employees stay current with mandatory

Qualifications

• Associate's degree required; related field considered.
• 3–5 years of compliance experience required.
• Experience with training standards and regulatory requirements in human services or healthcare.

Responsibilities

• Oversee organization-wide compliance training requirements and documentation.
• Generate and distribute compliance reporting for leadership and audits.
• Administer LMS related to compliance training and course development.
• Partner with HR and operations to ensure accurate enrollment and records.
• Prepare documentation for internal and external audits and regulatory inspections.

Skills

OPWDD regulations

Medicaid Service Coordination

LMS administration

Education

Associate's Degree in Human Services or related field

Tools

Paycom LMS

MS Office 365

Job description

The Training Compliance Manager is responsible for overseeing organization-wide training compliance initiatives to ensure employees meet all required regulatory, contractual, operational, and organizational training obligations. This role manages compliance tracking, reporting, audits, and training workflows within the Learning Management System (LMS), while partnering closely with operational leaders, HR, Quality Assurance, and regulatory teams to drive accountability and continuous improvement. The ideal candidate is highly organized, analytical, collaborative, and experienced in managing training operations within a complex human services or healthcare environment. This individual will play a key role in strengthening compliance culture, improving training processes, and ensuring employees remain current with mandatory certifications and learning requirements.

Essential Functions And Primary Responsibilities Of Position

Training Compliance Oversight

• Manage and monitor organization-wide compliance training requirements across programs and departments.
• Ensure timely assignment, tracking, completion, and documentation of mandatory trainings, certifications, and recertifications.
• Maintain compliance calendars and proactively communicate upcoming deadlines to leadership and staff.
• Develop processes to improve training completion rates and reduce compliance risk.
• Monitor compliance trends and identify areas requiring intervention or operational support.

Reporting & Data Management

• Generate and distribute routine and ad hoc compliance reports for leadership, audits, and regulatory reviews.
• Analyze training data to identify trends, gaps, and opportunities for improvement.
• Maintain accurate employee training records and documentation in the LMS and related systems.
• Ensure integrity, consistency, and accuracy of compliance data across platforms.
• Develop dashboards and metrics to measure training effectiveness and compliance performance.

Learning Management System Administration

• Serve as a primary administrator and functional lead for the LMS related to compliance training activities and course development.
• Configure learning assignments, learner groups, automated notifications, and reporting workflows.
• Partner with HR and operational teams to ensure accurate employee enrollment and user management processes.
• Troubleshoot LMS issues related to compliance training and escalated technical concerns as needed.
• Support testing and implementation of LMS enhancements and process improvements.
• Create accounts for various external learning management systems.

Audit & Regulatory Support

• Prepare documentation and reports for internal audits, external audits, accreditation reviews, and regulatory inspections.
• Ensure compliance with applicable agency, state, federal, and contractual training requirements.
• Partner with Quality Assurance, Compliance, and program leadership to address corrective actions related to training deficiencies.
• Maintain organized records and audit-ready documentation.

Collaboration & Leadership Support

• Partner with department leaders to reinforce accountability for training compliance.
• Provide guidance and support to managers regarding training requirements and employee completion status.
• Develop communication strategies and escalation processes for overdue training.
• Assist in the development and implementation of organization-wide learning and compliance initiatives.
• Support continuous improvement efforts within the Learning & Development function.

Qualifications

Education & Experience

• Associate's Degree in Human Services, Education, Psychology, or a related field required; equivalent combination of education and relevant experience may be considered.
• Minimum of three to five (3 to 5) years of compliance experience Required

Knowledge, Skills, And Abilities

• Working knowledge of OPWDD regulations, Medicaid Service Coordination, and Office for People With Developmental Disabilities training standards
• Proficiency with MS Office 365 Suite and comfort learning and administering Learning Management Systems (Paycom LMS).
• Strong written and verbal communication skills.
• Demonstrated ability to work both independently and collaboratively as part of a multidisciplinary team.
• Patience, empathy, and a genuine commitment to the mission of supporting individuals with developmental disabilities.

Physical Demands And Travel Requirements

• Constantly required to exchange accurate information verbally and in writing.
• Constantly operates a computer.

Work Environment and Schedule

• Professional office environment with a balance of independent work and cross-functional collaboration, combined with frequent onsite delivery in residential and program setting.
• Schedule may require occasional evening or weekend sessions to accommodate staff shift coverage and training compliance deadlines.
• Dynamic human services environment serving diverse populations with a strong focus on compassion, flexibility, and responsiveness

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.

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