Administrative Coordinator (Health Services) - AHRC New York City

AHRC New York City is a family governed organization that envisions a socially just world where the power of difference is embraced. We advocate for people who are neuro-diverse to lead full and equitable lives. Generosity guides us as we honor our legacy and continuously grow through a culture where curiosity, creativity, and optimism are valued and celebrated.

AHRC NYC is seeking a full-time Administrative Coordinator of Health Services. The Administrative Coordinator is responsible for supporting the operational excellence and regulatory compliance of healthcare services within the organization. This multifaceted role merges quality assurance oversight with administrative coordination to ensure efficient service delivery, adherence to federal and state regulations, and the maintenance of high standards of care for individuals served. The ideal candidate will be detail-oriented, organized, and adept at managing healthcare documentation, audits, communication, and interdepartmental coordination.

Salary: $55,000 - $60,000 per year plus a high quality, comprehensive Benefit package. See Benefit information below.

Working Environment:

• Schedule: Monday through Friday, 9:00 AM to 5:00 PM. Flexibility for early morning, evening, or weekend hours based on operational needs.
• Primarily office-based with occasional remote flexibility.
• Regular interaction with healthcare staff, supported individuals, and external vendors.
• Travel to agency-operated sites, including residential homes, day programs, clinics, and partner healthcare facilities

Key Responsibilities:

• Monitor healthcare service delivery for quality and consistency. Ensure all clinical operations align with internal standards, regulatory frameworks, and person-centered care practices.
• Maintain up-to-date knowledge of OPWDD, OMH, DOH, and other applicable regulations. Perform routine checks to ensure the agency remains in full compliance with licensing and accreditation standards.
• Coordinate and conduct regular audits of health services, including but not limited to: medication administration records (MARs), treatment plans, incident reports, consent forms, and provider documentation. Compile findings into detailed reports with actionable feedback.
• Assist healthcare leadership in developing and tracking corrective action plans in response to internal audits, incident reviews, or external inspections by state regulatory bodies.
• Collect and analyze QA metrics. Develop reports that track trends and highlight risk areas. Present summaries and performance dashboards to management on a recurring basis.
• Collaborate with training coordinators to develop and deliver QA and compliance-related training programs. Ensure staff receive timely education on policy updates, documentation requirements, and clinical best practices.

Administrative Coordination:

• Provide high-level administrative assistance to the Vice President of Healthcare Services, including calendar management, meeting coordination, agenda preparation, and minutes documentation.
• Maintain secure, organized, and accurate electronic and paper-based records. Oversee medical chart audits and ensure that clinical documentation meets all regulatory and organizational standards.
• Serve as the primary liaison for healthcare communications, including coordinating correspondence with external vendors, scheduling consultations, managing internal memos, and following up on pending tasks.
• Assist in the preparation and submission of billing documentation for third-party vendors and insurance providers. Track claims, resolve discrepancies, and verify coding accuracy in collaboration with the finance team.
• Oversee the ordering, inventory tracking, and distribution of medical supplies and personal protective equipment (PPE). Liaise with suppliers to ensure timely replenishment and cost-effective procurement.
• Support the logistics for staff meetings, continuing education sessions, and departmental events. Prepare presentation materials, arrange catering if needed, and ensure AV/tech setup is functional.

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Healthcare Administration, Public Health, or a related field strongly preferred.
• 2–3 years of experience in a healthcare administrative or quality assurance role; experience with developmental disability services, behavioral health, or long-term care is highly desirable.
• Proficient in healthcare-related software and systems, including Electronic Health Records (EHR), billing platforms, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Comprehensive knowledge of HIPAA, OPWDD, OMH, DOH, and other relevant healthcare regulations and compliance frameworks.
• Demonstrated ability to conduct audits, manage large volumes of sensitive documentation, and ensure data integrity.
• Exceptional written and verbal communication skills with the ability to interface effectively with clinical staff, vendors, patients, and regulatory agencies.
• Strong time management, problem-solving, and prioritization skills with a capacity to manage multiple concurrent projects.

Benefits

• Low cost, high quality Medical Insurance (single & family plans)
• Paid Training
• Paid time off (sick, personal & vacation)
• Dental insurance
• Vision insurance
• Tuition Reimbursement
• Health Savings account
• 403(b) retirement plan
• 403(b) match
• Life insurance
• Employee discount
• Referral program

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AHRC New York City is an Equal Opportunity Employer. We consider applicants for all positions without regard to age, race, color, creed, religion, national origin, alienage or citizenship status, gender, sex, sexual orientation, pregnancy, disability, marital status, partnership status, military status, status as a victim of domestic violence, sex offenses or stalking, genetic information, or unemployment or any other protected characteristic under federal, state or local law. 

All your information will be kept confidential according to EEO guidelines.