Administrative Assistant

About HeartShare  

For over 100 years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives. 

Heart Share Human Services of New York has four preschools located in Brooklyn and Queens focused on maximizing the potential of every student no matter the learning disability. Through the use of the creative curriculum and symbolic play each student is provided with an education experience geared towards their individual needs. The Heart Share First Step Early Childhood Centers also provide speech, occupational and physical therapies. The school also includes the family, the most important component of a child’s life, in the educational and therapeutic planning for each student enrolled. Our goal is to work with each child to make them as independent as possible and succeed on their own in their futures. The school operates as a 12-month program including a 6-week summer program. 

The Administrative Assistant is an important part of the Team at The HeartShare Pre-School. The Administrative Assistant reports to the Educational Director and will provide assistance to the school. Some of the duties the Administrative Assistant has includes: 

• Ensures compliance with IEP plan mandates. 

• 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 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 notifying 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.  

• Attendance for all 4410 children/First Attend Dates to Chairpersons  

• 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 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 HIPPA compliance,  

• Always maintain confidentiality of program participants  

• Represent HeartShare, both within and outside the organization, in a manner that promotes the mission, vision, and values of the agency. Personally, adhere to HeartShare Human Services of New York mission, vision, and value statement, in addition to all other agency policies and procedures 

Benefits  

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

• Paid time off (holidays, vacation in accordance with school calendar, sick and personal)  

• Professional development opportunities  

• Team environment  

• Medical and dental benefits  

• Employer-paid life insurance  

• Optional insurance (life, disability, etc.)  

• 403(B) retirement plans  

• Flexible spending account (dependent care, medical, parking, and transit)  

• Employee assistance program  

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.