Administrative Coordinator

The Administrative Coordinator is responsible for coordinating the day-to-day administrative operations and office systems for the Education Department. This role oversees regulatory documentation and compliance with applicable mandates supervises administrative support staff and ensures efficient office operations. The Administrative Coordinator serves as a key resource in maintaining organized workflows supporting departmental leadership and ensuring administrative processes are completed accurately timely and in accordance with organizational and regulatory requirements.

Primary Responsibilities and Essential Functions of Position

• Use discretion and independent judgment involving the comparison and evaluation of possible courses of conduct. Their judgments may affect business operations or have a significant financial impact.

• Has the authority to waive or deviate from established rules or policies but will always keep open the lines of communication of such issues with their direct supervisor and/or upper administration as this makes for best business practices.

• Has reasonable input into decision of who to hire transfer suspend lay off recall promote discharge reward or discipline adjust employees grievances assign duties and schedules and responsibly direct employees they supervise.

• Ensure a division of work duties with other office staff and oversees their quality of work.

• Create the scheduling of duties and the upkeep of office calendars for office staff and consults with the VP COS & Director as needed.

• Oversee specialized projects to ensure the effective and efficient running of the Department.

• Assist with the response format to Program audits.

• Assist in the preparation of annual trend reports applications and data collection.

• Oversee document management with the Department using established guidelines.

• Oversee and approve the submission of designated office system supply orders.

• Work closely with the VP COS Director and/or Education Coordinators with day-to-day staff-related issues such as attendance punctuality receipt of requested paperwork etc.

• Coordinate and arranges meetings and ensures agenda is distributed and may be asked to participate in various meetings as required.

• Conduct meetings with office staff to share information and monitor office needs and functioning.

• Maintain special projects charts lists or forms as required.

• Maintain the personnel records of the Department ensuring Human Resources has the originals of all documents.

• Schedule appointments and relay general business information to callers.

• Read and comprehend instructions correspondence and memos. Compose routine reports memos responses to usual correspondence etc.

• Ensure the high quality of all office functions including typing filing copying faxing telephone work etc.

• Mandatory attendance at required in-service training along with ability to absorb and demonstrate compliance with all regulations and HeartShare policy and procedure requirements is required for this position.

• Keep track of certificate renewals.

• Assist inmanage all users in TEAMS.

• Oversee themaintainance ofstudent Medical Records

• Create prepare and maintain staff database. (medicals DOH trainings certifications etc.)

• Occasionally travel to provide training to new administrative assistants at all locations.

• Attendance/Punctuality is consistently at work and on time. Ensures work responsibilities are covered when absent. Arrive at meetings and appointments on time.

Supervisory Responsibilities:

• Supervise the office staff of the Department and others as assigned byVP of Education or COS.

Work Environment:

• The environment in the office setting offers no unusual situations although some sites may have stairs and those must be navigated. The position requires the ability to work in a busy occasionally noisy office with many people and distractions daily. Travel between various sites by means of public or private transportation is required with weather conditions unpredictable.

• Associate degree required.
• Minimum of 2-5 years of administrative experience preferably within an education healthcare nonprofit or human services environment.
• Experience coordinating office operations managing administrative systems and supporting departmental initiatives.
• Strong knowledge of regulatory documentation compliance requirements and maintaining accurate records.
• Prior supervisory experience with the ability to provide guidance training and support to administrative staff.
• Excellent organizational skills with the ability to prioritize multiple tasks manage deadlines and maintain attention to detail.
• Strong written and verbal communication skills with the ability to interact professionally with staff leadership families and external stakeholders.
• Proficiency in Microsoft Office Suite (Word Excel Outlook PowerPoint) and experience with electronic recordkeeping systems.
• Ability to analyze information identify areas for improvement and support the development of efficient administrative processes.
• Demonstrated ability to maintain confidentiality and handle sensitive information with professionalism.
• Ability to work independently exercise sound judgment and collaborate effectively within a team environment.

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.

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 Follow us onTwitterLinkedInYouTubeInstagramFacebook

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