Administrative Associate

City of New York • Long Island City, NY

11d

About The Position

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY. Division/Program Summary: The Division of Disease Control’s mission is to safeguard the health of New Yorkers through identification, surveillance, treatment, control, and prevention of infectious diseases, which is achieved through varied and interrelated endeavors of its seven Bureaus. The New York City (NYC) Bureau of Tuberculosis Control (BTBC) aims to prevent the spread of tuberculosis (TB) and eliminate it as a public health problem in NYC. The office of Disease Investigation and Case Management (DICM) is seeking to fill the role of Administrative Associate. Position Summary: Reporting to the Director of DICM; the Administrative Associate (AA) will provide high-level administrative support interacting with line staff and upper management, including the commissioner's office.

Requirements

• A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

• Work closely with the DICM Director (in an administrative capacity); coordinate activities with managers, supervisors, BPHC TB clinics, Surveillance and Epidemiology, Administration, Policy and Planning, Education and Outreach, and Medical Affairs.
• Provide administrative support to DICM Offices, including reviewing, copying, and filing documents.
• Schedule appointments/meetings and book meeting rooms using the electronic calendar.
• Track, maintain and distribute VDOT inventory of mobile telephones.
• Order forms, business cards, and other supplies using the appropriate request portal.
• Liaise with DICM regional offices to collect, case management meeting schedules; collect and distribute QA audit schedules and reports.
• Coordinate all major training events for the offices of DICM, including, Public Health Advisor Day Seminar, Supervisor's Quarterly Meeting, Quarterly Network meetings and other related training events as necessary.
• Serves as a Special Administrative Assistant with tasks and projects whenever necessary to facilitate patient care and smooth operation of the office DICM include but are not limited to: o Performing audits of selected reports and activities in the EMR/ TB registry. o Maintain selected databases. o Manage calendars for the director of DICM and serve as point person for scheduling meetings with senior management.

Benefits

• Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees