Adult Day Program Administrative Coordinator

Block Institute • Full-time • Kings County, NY, US • $50k / year • 1d ago

About Block Institute

Block Institute supports individuals with intellectual and developmental disabilities in building lives of independence, connection, and belonging. For more than 60 years, we have partnered with individuals and families to provide services that foster personal growth, meaningful relationships, and opportunities to participate fully in the community. Our mission: Empowering lives to thrive.

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.

Key Responsibilities

Department Coordination and Administrative Oversight

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.

Program Systems and Documentation Management

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.

Data Tracking and Reporting

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.

Payroll and Administrative Support

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.

Administrative and Office Support

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.

Qualifications

Required

High School Diploma or GED
Excellent organizational and administrative skills
Strong proficiency with office software and digital systems, including Microsoft Word and Excel

Preferred

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

A successful candidate will demonstrate

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

Work Environment

In this role, you will:

Work as part of a dedicated and mission-driven team committed to empowering lives to thrive.
Contribute to a workplace culture that values organization, teamwork, and mutual support.
Collaborate regularly with program staff, leadership, and colleagues across departments including Human Resources, Finance, and Quality Assurance.
Manage multiple administrative priorities in a dynamic program environment.
Maintain confidentiality and adhere to agency policies and regulatory requirements.
Travel periodically to Block Community Alliance program and residence locations as needed.

Benefits

Block Community Alliance offers a comprehensive benefits package designed to support the health, well-being, and financial security of our employees.

Health & Wellness

Medical and dental insurance
Life insurance
Voluntary benefits including disability coverage and critical care insurance

Time Off

Paid time off including vacation and sick leave

Financial Security

403(b) retirement savings plan
Additional voluntary life insurance options

Everyday Benefits

Commuter benefits plan
Optional pet insurance

Equal Opportunity Statement

Block Institute is an equal opportunity employer committed to diversity and inclusion in the workplace. We welcome applications from all qualified individuals regardless of race, ethnicity, religion, gender, sexual orientation, age, disability, or veteran status.