Administrative Specialist

New York City, NY-posted 3 months ago
Full-time • Entry Level
Remote • New York City, NY
5,001-10,000 employees
Justice, Public Order, and Safety Activities
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The New York City Department of Health and Mental Hygiene (DOHMH) is expanding home visiting in NYC and streamlining how providers, organizations, and community residents can access quality home-visiting services. The goal is to improve maternal and child health and well-being by matching families' assessed risks to evidence-based (EB) or evidence-generating (EG) home visiting (HV) models that are most appropriate for them based on their needs, and to connect them to other resources as needed. Racial, ethnic, and socioeconomic inequities create disparate outcomes in certain neighborhoods as compared with the rest of the city, and providing services beginning in the prenatal through postpartum period is vital to improving these outcomes. In addition, recent attention to inequities in maternal morbidity and mortality, especially in New York City, points to the need for more respectful maternity care and greater agency for people during childbirth, both of which the program's staff will facilitate, in partnership with community stakeholders. DOHMH's New Family Home Visits (NFHV) program will serve families from pregnancy through the postpartum period. NFHV incorporates a strong mental-health and chronic-disease focus, including screening for diabetes, hypertension, maternal depression, and anxiety, along with referrals to needed services. We are seeking a candidate who is able to inspire, influence and enable others to achieve a specific mission and meet program goals.

  • Provide administrative support to Program Manager including but not limited to updating and scheduling appointments on Outlook calendars, answering telephone and keeping track of messages, processing invoices for travel, developing spreadsheets to track program statistics and materials, entering data and maintaining up to date records/distribute information as needed
  • Support Program recruitment efforts, scheduling interviews and submission of hiring packets to Division Administration Unit.
  • Coordinate logistics and participate in meetings and events; Draft and distribute announcements and agendas; Prepare and distribute minutes; Collaborate with staff; Distribute and manage post-meeting/event surveys; Maintain correspondence lists and communicate with Program partners/vendors when needed.
  • Develop, generate and respond to reports, letters and other communications for internal and external use.
  • Prepare and track purchase requisitions and order supplies. Ensure paperwork is submitted to the Administrative Unit in timely manner.
  • Prepare items required for budget justifications.
  • Prepare and submit reports and assist with preparing presentations as needed.
  • Work closely with Director/Managers to coordinate activities and utilize problem solving skills to accomplish tasks.
  • Participate in Program-sponsored events, for example: crib distribution and assist senior management in other assignments.
  • 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.
  • 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.
  • Education and/or experience equivalent to the above. However, all candidates must possess the one year of administrative or supervisory experience.
  • Proficient in Microsoft Office suite, including Word, Excel, PowerPoint and Access.
  • Analytical, interpersonal, written, and oral communication skills including the ability to write correspondence.
  • Experience working with confidential records.
  • Ability to handle multiple and diverse assignments efficiently.
  • Ability to work on teams and independently.
  • Data entry experience and proficiency with Microsoft Office applications.
  • Fluency in English and Spanish or French preferred.
  • Citywide Travel to different Program Sites may be required.
  • 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.
  • 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.
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