Administrative Assistant - Full-Time

Job Title: Administrative Assistant

Reports to: Chief Program Officer (CPO)
Location: Ridgewood, NJ or Livingston, NJ
Employment Type: Full-Time

Position Overview

Join JoyDew Foundation as an Administrative Assistant to support the CPO and maintain compliance with NJ DDD standards. You’ll ensure smooth operations by managing documentation, coordinating deadlines, and assisting with both internal and external communications.

Key Responsibilities

1. Compliance & Record-Keeping

• Maintain and update NJ DDD-related staff records (training, certifications, files)
• Maintain and update Individuals/members records (ISP, PCPT, Change log, SDRs)
• Track critical deadlines (renewals, applications, inspections), maintain a centralized calendar, and send proactive reminders to staff

2. Administrative Support

• Provide day-to-day support to the CPO with correspondence, meeting coordination, and document formatting
• Perform data entry for internal logs, attendance sheets, and compliance databases

3. Communication & Coordination

• Draft internal notices and external communications related to DDD compliance
• Coordinate with staff to collect required information and confirm documentation is up to date

4. Office & Supply Management

• Monitor office supplies and process orders as needed
• Handle incoming/outgoing mail

5. Calendar & Deadline Oversight

• Maintain and share a master calendar of deadlines (renewals, audits, trainings)
• Assist the CPO in meeting scheduling, logistics, and agenda preparation for compliance-related events

6. Event & Audit Preparation

• Assist in compiling materials and documentation for audits

7. Accounting Support

• Collect, scan, file, send all billing documents

Qualifications

• High school diploma required; postsecondary degree preferred
• 1–3 years in an administrative role, preferably in a nonprofit or service-oriented setting (Preferred)
• High attention to detail and strong organizational skills
• Excellent written and verbal communication
• Proficiency with Microsoft Office and Google Workspace; experience with databases or CRMs a plus
• Ability to manage multiple deadlines independently

Preferred Attributes

• Familiarity with NJ DDD compliance processes and documentation
• Previous experience with calendar management and deadline tracking
• Ability to manage confidential information with discretion
• Ability to multitask and flexibility

Work Environment

• On-site role with occasional travel between JoyDew locations
• Light physical tasks (e.g., managing files, office supplies)

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $40,000 - $45,000