Administrative Associate

City of New York • Long Island City, NY

14d

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 mission of the Bureau of Tuberculosis Control is to prevent the spread of tuberculosis and to eliminate it as a public health problem in New York City. The goals to achieve this mission are twofold: 1) identify all individuals with suspected or confirmed TB disease and ensure appropriate treatment; 2) ensure that individuals at high risk for progression from TB infection to TB disease are identified and treated for TB infection and do not develop TB disease. Position Summary: Under general direction of the Director of the Office of Medical Affairs within the Bureau of Tuberculosis Control, with wide latitude for the exercise of independent initiative and judgment, the Administrative Associate will be responsible for managing a wide range of administrative support-related tasks. S/he serves as a point of contact for internal and external managers/directors. The Administrative Associate serves as a liaison to senior management staff and the office directors and helps to oversee special projects. The projects range from coordinating special events to overseeing collaborative efforts with all the offices in the bureau.

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

• Provide direct support to members of the Office of Medical Affairs, including the office Director, on all aspects of administrative issues
• Manage schedules and leave calendars
• Set up meetings (including booking conference rooms)
• Type, edit or proofread and format documents such as protocols
• Performing data entry
• Take meeting minutes and follow up on outstanding issues
• Draft and update Power Point presentations, including using formatting tools
• Complete paperwork such as travel and reimbursement forms
• Filing, scanning and organizing sensitive documents in appropriate electronic and secured physical folders
• Maintain contact lists and files for the team
• Assist with the onboarding of newly hired staff
• Track and follow up on IT software/equipment and facilities requests for Medical Affairs staff
• Cover general administrative functions of office staff when they are unavailable
• Perform other administrative tasks as requested

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