Administrative Associate

City of New York • Long Island City, NY

15h

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 (BTBC) is to prevent the spread of tuberculosis (TB) and eliminate it as a public health problem in New York City. The BTBC goals are: 1. To identify all individuals with suspected or confirmed TB disease and ensure their appropriate treatment, ideally on a regimen of directly observed therapy. 2. To ensure that individuals who are at high risk for progression from latent infection to active disease (e.g., contacts of active cases, immunocompromised individuals, recent immigrants from areas where TB is widespread) receive treatment for latent TB infection and do not develop disease. The BTBC’s, office of Disease Investigation and Case Management (DICM) provides case management and Directly Observed Therapy (DOT) service to TB patients in all five boroughs of NYC. These activities are provided for hospitalized patients, patients receiving care from private providers in the community, patients incarcerated at Rikers Island, and nonadherent TB patients detained at the Bellevue Hospital Center. Case management occurs for patients regardless of whether they are receiving TB care from DOHMH TB clinics, outpatient community providers or hospitalized in a NYC facility. Position Summary: The selected candidate will perform administrative support to the Director of DICM, working closely with unit heads to ensure smooth operation, manage Video DOT equipment, coordinate hiring event, respond to correspondence at moderate to high importance, and coordinate major training/meeting/in-services events for DICM.

Requirements

• 1. 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
• 2. 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
• 3. 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;
• 4. 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) coordinating 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 booking 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, collecting and distributing 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:
• Perform audits of selected reports and activities in the EMR/ TB registry.
• Maintain selected databases.
• Manage calendars for the director of DICM and serving as point person for scheduling meetings with senior management.

Benefits

• Benefits: City employees are entitled to unmatched benefits such as:
• a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• a public sector defined benefit pension plan with steady monthly payments in retirement.
• a tax-deferred savings program and
• 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