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 Community Relations Specialist title or reachable on the open-competitive list (exam #6002).
Currently authorized to work full-time in the United States (U.S.).
Original documents proving citizenship or legal right to work in the U.S. must be presented.
Educational credentials must be from a U.S. Department of Education-recognized accredited institution. Credentials from foreign institutions require independent equivalency verification.
A baccalaureate degree from an accredited college or university and four years of satisfactory, full-time community liaison, community organization or community relations experience, at least two years of which must have been in a broad administrative or policy-making capacity with responsibility for planning, organizing, coordinating, developing, evaluating and/or administering a large community service program or activity.
OR A four-year high school diploma or its educational equivalent and eight years of satisfactory, full-time experience as described above, at least two years of which must have been in a broad administrative or policy-making capacity.
OR Education and/or experience equivalent to the above.
Undergraduate education above the high school level may be substituted for the community liaison, community organization or community relations experience, but not for the two years of broad administrative or policy-making experience, at the rate of 30 semester credits from an accredited college or university for each year of experience, up to a maximum of 4 years.
Graduate education beyond the baccalaureate degree may be substituted for the community liaison, community organization or community relations experience, but not for the two years of broad administrative or policy-making experience, on the basis of 30 graduate credits from an accredited college or university for each year of experience, up to a maximum of 2 years.
All candidates must possess a four-year high school diploma or its educational equivalent and two years of full-time experience in a broad administrative or policy-making capacity.

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.