Deputy Director of BBJ Administration

City of New York•New York, NY

1d•Onsite

About The Position

The NYC Department of Design and Construction, Borough Based Jails (BBJ) seeks a Deputy Director of BBJ Administration. The selected candidate will own and manage the administrative and operational infrastructure of the division, including overseeing onboarding and offboarding, staffing coordination, and consultant tracking; managing technology access, workspace assignments, and coordination with HR and T&I; maintaining SOPs, dashboards, staffing trackers, procurement logs; ensuring consistency, accuracy, and organization of divisional documentation; establishing and maintaining standardized administrative processes across the division; supporting procurement workflows and coordinating with internal units; ensuring follow through on administrative and operational tasks across teams; identifying inefficiencies and implementing process improvements; serving as the central point of coordination for Executive Assistant supporting divisional leadership; aligning priorities, workflows, and task management across executive support functions; ensuring effective calendar management, meeting coordination, and follow-ups across leadership; creating structure and accountability within the executive support function; leading internal communications, staff engagement initiatives, and coordination efforts; supporting division-wide meetings, reporting, and documentation needs; and anticipating administrative and operational needs and resolving day-to-day issues to support divisional leadership.

Requirements

Permanent in the Administrative Staff Analyst title or reachable on the DDC promotional list (exam #9536), or open-competitive list (exam #9058).
Must be currently authorized to work full-time in the United States (U.S.).
Must present original documents proving citizenship or the legal right to work in the U.S.
Educational credentials must be from a U.S. Department of Education-recognized accredited institution. Credentials from foreign institutions require independent equivalency verification.
A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
A baccalaureate degree from an accredited college and four years of professional experience in the areas described in '1' above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in '1' above.

Responsibilities

Oversee onboarding and offboarding, staffing coordination, and consultant tracking.
Manage technology access, workspace assignments, and coordination with HR and T&I.
Maintain SOPs, dashboards, staffing trackers, and procurement logs.
Ensure consistency, accuracy, and organization of divisional documentation.
Establish and maintain standardized administrative processes across the division.
Support procurement workflows and coordinate with internal units.
Ensure follow-through on administrative and operational tasks across teams.
Identify inefficiencies and implement process improvements.
Serve as the central point of coordination for Executive Assistants supporting divisional leadership.
Align priorities, workflows, and task management across executive support functions.
Ensure effective calendar management, meeting coordination, and follow-ups across leadership.
Create structure and accountability within the executive support function.
Lead internal communications, staff engagement initiatives, and coordination efforts.
Support division-wide meetings, reporting, and documentation needs.
Anticipate administrative and operational needs and resolve day-to-day issues to support divisional leadership.