Front Desk Administrative Assistant/Office Coordinator (IDD/DDD Day Program – Human Services)

Description

Innovative Life of New Jersey is seeking a Front Desk Administrative Assistant / Office Coordinator to support programs serving individuals with intellectual and developmental disabilities (IDD) under New Jersey DDD services. This role plays a critical part in maintaining daily operations, ensuring compliance, and supporting a structured, fast-paced program environment.

Key Responsibilities

• Serve as primary front desk contact for visitors, staff, and families

• Provide administrative support including scheduling, filing, scanning, and data entry

• Track attendance, participant records, and documentation

• Support intake and discharge processes ensuring accuracy

• Monitor billing and documentation for timely submission

• Maintain staff credentialing files and compliance tracking

• Assist with onboarding, background checks, and documentation

• Support EHR systems (Therap preferred)

• Assist with audits, compliance tracking, and reporting

• Maintain professional office environment

• Coordinate communication across teams, families, and providers

Requirements

• High school diploma or equivalent

• 2+ years administrative or front desk experience

• 2+ years' experience in human services or healthcare

• Strong organizational and multitasking skills

• Strong communication and professionalism

• Microsoft Office proficiency

• Ability to maintain confidentiality

Qualifications – Preferred

• Experience in IDD or day program settings

• Experience with EHR systems such as Therap

• Familiarity with Medicaid or compliance environments

• Experience supporting audits or credential tracking

Regulatory / Compliance Requirements (DDD)

• Support DDD program requirements and compliance standards

• Assist with audit readiness and documentation accuracy

• Track CPR/First Aid, training, and credential expirations

• Ensure HIPAA compliance and confidentiality

Who Will Thrive in This Role

This position is a great fit for someone who has worked as a:

Administrative Assistant

Front Desk Receptionist

Office Coordinator

Healthcare Administrative Assistant

Human Services Administrative Support

Medical Office Assistant

Why Join Innovative Life of New Jersey?

• Stable, full-time schedule (no nights or weekends)
• Work in a structured, team-oriented environment
• Opportunity to build experience in healthcare administration and human services
• Play a key role in supporting a program that serves the local community

Benefits

• Medical, Dental, and Vision Insurance
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options
• Paid Time Off (PTO) and Paid Holidays
• 401(k) Retirement Plan (with employer match, if applicable)
• Company-paid Life Insurance and optional supplemental coverage
• Short-Term and Long-Term Disability Insurance
• Employee Assistance Program (EAP)
• Professional Development and Training Opportunities
• Employee Referral Bonus Program (if applicable)