Adult Day Program Administrative Coordinator

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 individuals 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.

• Medical and dental insurance
• Life insurance
• Voluntary benefits including disability coverage and critical care insurance
• Paid time off including vacation and sick leave
• 403(b) retirement savings plan
• Additional voluntary life insurance options
• Commuter benefits plan
• Optional pet insurance

English