Administrative Services/Program Facilitation Coordinator

City of New York • New York, NY

15h

About The Position

Customized Assistance Services (CAS) help Human Resources Administration (HRA) clients with health and/or mental health problems reach their highest attainable level of functioning and self-sufficiency by providing comprehensive, integrated, individualized clinical and support services. CAS works with other components of HRA and with other governmental and non-governmental service providers to create new programs and to integrate and refine existing services so the people it serves can achieve their maximum functional capacity. Under the administrative direction of the Assistant Deputy Commissioner of the Office of Administration and Program Facilitation, and exercising broad latitude for independent judgment, initiative, and decision-making, the Administrative Services/Program Facilitation Coordinator is responsible for supervising the activities of staff in the Office of Support Services whom provide program and technical assistance to a wide variety of agencies internal and external to HRA and who perform administrative/office support functions by overseeing complex administrative and programmatic support operations for CAS. Customized Assistance Services (CAS) is requesting recruiting for one (1) Principal Administrative Associate (PAA) III who will: - Supervise Office of Support Services staff, who provide administrative support to internal and external HRA partners. Responsibilities include overseeing staff performance, maintaining health and safety compliance with applicable City, State, Federal laws and policies, and ensuring the accurate compilation of data, report generation, data entry, supply requisitions, inventory control, and facility support functions. - Oversee all CAS facility-related activities, including administrative support of office relocations, maintenance of seating charts and rosters, coordination of repair and maintenance services, including but not limited to janitorial, exterminator contractors, security, with building management, vendors, and GSS facilities. - Assist CAS staff with service requests for telecommunications and network services, including landlines, cellular services, fax lines, and network access, ensuring uninterrupted service through coordination with external Units such as MIS, GSS, and end users. Duties include troubleshooting system issues, coordinating updates and maintenance, managing user accounts, and training staff on telecommunications systems. - Manage employee records and support human resources functions, including recruitment coordination, onboarding and offboarding processes, utilizing the building visitor portal, and liaison activities with the Human Resources unit. - Develop, implement, and train staff on administrative policies and procedures, including emergency preparedness and fire safety protocol; maintain records. - Analyze and prepare management reports, propose and implement strategies to improve operational efficiency and program performance. Routing client inquiries and complaints received via phone, email or mail. - Assiss the Assistant Deputy Commissioner of Administration and Program Facilitation with special projects and high priority initiatives. - Perform administrative duties including but not limited to, answer calls for CAS senior staff, scheduling appointments, and coordinating meetings with internal and external stakeholders.

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
• 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
• 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

• Supervise Office of Support Services staff, who provide administrative support to internal and external HRA partners. Responsibilities include overseeing staff performance, maintaining health and safety compliance with applicable City, State, Federal laws and policies, and ensuring the accurate compilation of data, report generation, data entry, supply requisitions, inventory control, and facility support functions.
• Oversee all CAS facility-related activities, including administrative support of office relocations, maintenance of seating charts and rosters, coordination of repair and maintenance services, including but not limited to janitorial, exterminator contractors, security, with building management, vendors, and GSS facilities.
• Assist CAS staff with service requests for telecommunications and network services, including landlines, cellular services, fax lines, and network access, ensuring uninterrupted service through coordination with external Units such as MIS, GSS, and end users. Duties include troubleshooting system issues, coordinating updates and maintenance, managing user accounts, and training staff on telecommunications systems.
• Manage employee records and support human resources functions, including recruitment coordination, onboarding and offboarding processes, utilizing the building visitor portal, and liaison activities with the Human Resources unit.
• Develop, implement, and train staff on administrative policies and procedures, including emergency preparedness and fire safety protocol; maintain records.
• Analyze and prepare management reports, propose and implement strategies to improve operational efficiency and program performance. Routing client inquiries and complaints received via phone, email or mail.
• Assist the Assistant Deputy Commissioner of Administration and Program Facilitation with special projects and high priority initiatives.
• Perform administrative duties including but not limited to, answer calls for CAS senior staff, scheduling appointments, and coordinating meetings with internal and external stakeholders.

What This Job Offers

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