Administrative Assistant

The 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 Administrative Assistant will support the team by handing 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.   

• 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 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.  

• 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 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 

• Minimum 1-year experience in an administration or office support role, ideally with an educational, non-profit, or similar setting. 

• Technical Skills: Proficiency in Microsoft Outlook, TEAMS, and Excel is required; familiarity with Paycom is a plus. 

• Experience: Previous experience in an administrative or support role, ideally within an educational or similar setting. 

• Communication Skills: Strong verbal and written communication skills in both English and Spanish, with the ability to draft, translate, and review documents accurately. 

• Organizational Skills: 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: 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.

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