ADS Administrative Coordinator

BLOCK INSTITUTE•New York, NY

12d•$50,000 - $50,000

About The Position

The Administrative Coordinator plays a vital role in supporting the success of Adult Day Services, ensuring the systems and information that sustain the program remain organized, accurate, and reliable. Working closely with program leadership and staff, this position coordinates payroll support, documentation systems, and departmental reporting to keep information accessible and up to date. By maintaining the systems and processes that support the program, the Coordinator helps ensure Adult Day Services operates smoothly—allowing staff to focus on what matters most: creating pathways for ndividuals with intellectual and developmental disabilities toward greater independence and the achievement of their personal goals. This role is ideal for someone who enjoys organizing systems, working with data, and providing support that helps teams succeed.

Requirements

High School Diploma or GED
Excellent organizational and administrative skills
Strong proficiency with office software and digital systems, including Microsoft Word and Excel
Strong organizational and multitasking abilities
High attention to detail and accuracy
Strong system navigation and data management skills
Effective interpersonal and communication skills
Ability to work independently while managing multiple priorities
Professional collaboration with staff, vendors, and leadership
Commitment to maintaining confidentiality and compliance standards

Nice To Haves

Associate or bachelor’s degree
Experience with electronic documentation systems such as THERAP, Paycom, or similar platforms
Experience working in programs that support individuals with intellectual or developmental disabilities

Responsibilities

Coordinate administrative functions that support the daily operations of Adult Day Services.
Supervise and guide administrative support staff, including training and assignment of responsibilities.
Collaborate with Block’s Human Resources, Finance, Quality Assurance, and Training departments to support effective administrative processes and information flow.
Support program leadership by organizing departmental information, reports, and operational updates.
Prepare and coordinate meeting materials, schedules, and minutes when requested.
Contribute to agency system implementation or improvement initiatives.
Manage and update program documentation and records within agency systems including THERAP and Paycom.
Review system dashboards and reports to identify missing, incomplete, or overdue documentation.
Follow up with staff to ensure documentation requirements are completed accurately and on time.
Ensure program files and records remain organized in accordance with agency policies and confidentiality standards.
Oversee tracking systems and departmental tools used to monitor operational records, program documentation, service activity, and key records, including transportation logs, fire drills, and maintenance requests.
Compile and organize program data related to service delivery and documentation status.
Prepare regular reports to support leadership in monitoring program performance.
Assist leadership in compiling and reviewing data for internal reporting and program evaluation.
Provide guidance and support to staff regarding payroll and timekeeping inquiries.
Assist with payroll submissions and monitor time and attendance documentation.
Ensure payroll documentation is submitted accurately and within required deadlines.
Track Performance Action Forms (PAFs) and coordinate with the Agency Payroll Administrator when needed.
Coordinate office schedules, calendars, and supply ordering.
Respond to administrative inquiries from staff.
Assist with preparation for audits, surveys, and regulatory reviews.
Perform additional administrative duties as assigned.