Administrative Coordinator

City of New York•East Elmhurst, NY

1d•Onsite

About The Position

The New York City Department of Correction (DOC) is an integral part of the City’s evolving criminal justice system, participating in reform initiatives and strategies aimed to move the city towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers, and people in our custody. Safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 7,500 diverse professionals and knowledgeable experts. DOC seeks to recruit a dynamic Administrative Coordinator for the Counseling Services Unit to provide administrative support to the Assistant Commissioner of the Counseling Services Unit and Supportive Structured Housing sub-division. This sub-division is part of the Division of Programs and Community Partnerships and is composed of various units that oversee the provision of jail-based social services, program services in restrictive housing, and broadly the provision of group-based programming to people in custody. Responsibilities include administrative support, planning and coordination of meetings along with other general office responsibilities such as responding to calls and assisting with direction and support to providers, volunteers, partners from other agencies, and DOC staff from other Divisions/Units. This person will also be managing reports and data, coordinating certain jail-based services with inter- and -intra-agencies across the city as well as working directly with family members and support systems of incarcerated individuals.

Requirements

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or Education and/or experience which is equivalent to '1' or '2' above.
All candidates must have at least one year of experience in community work or community centered activities.

Nice To Haves

Excellent writing, communication, inter-personal, problem-solving and organizational skills.
Ability to prioritize and manage multiple assignments.
Ability to work with diverse groups, as part of a team and/or independently.
Advanced proficiency in MS Office (Excel, Word, Outlook), and data entry.
Bilingual in Spanish/English a plus.

Responsibilities

Supporting data and reporting that is required of the Counseling Services Unit and/or of programs in restrictive housing unit settings.
Coordinating and tracking critical social services such as marriages, significant family event visits outside of the jails, birth certificates, social security cards, among others.
Coordinate and support training opportunities for staff to ensure staff are up-to-date with best practices in the counseling field.
Identify tools, such as curricula, that support the Department’s positive behavior management efforts.
Schedule meetings and ensures all preparations are made prior to meeting to the meeting time; reserve conference rooms, arrange virtual meetings and dialing instructions, register visitors/guests, prepare materials and arrange in anticipation to meetings.
Respond to calls and assist as deemed necessary; redirect calls or inquiries to other areas for additional responses or support.
Assist with the preparation and submission of purchase orders, tracking and receivership; maintain inventories; initiate and track orders of supplies as well as equipment.
Develop and maintain file electronic file system to track internal and external communication, to include correspondence, training schedules & materials, meeting notes & minutes, agendas & signing sheets, Prepare and maintain weekly and monthly reports, clearance requests, meeting minutes, and records as well as reports and data.
Assist in the planning and coordination of events, focus groups, tours, visits, and meetings scheduled to strengthen services afforded to persons in custody as well as the daily operation of programming at the command level.
Assist with special projects as needed