Division Administrative Officer / Special Assistant

City of New York•New York City, NY

5d•Onsite

About The Position

The New York City Department of Design and Construction (DDC), Technology & Innovation Division, seeks to hire a Division Administrative Officer / Special Assistant to the Chief Information Officer (CIO). Under the direction of the CIO, this position will serve as the primary Personnel Liaison and Executive Administrative Assistant for the Technology & Innovation Division, providing essential administrative, personnel, and operational support. The successful candidate will be responsible to: - Serve as the division’s primary liaison for personnel and HR-related matters, coordinating with agency HR, OMB, and executive leadership. - Monitor, track, and update recruitment activity within the Smart Recruiters platform, including posting status, candidate progression, and hiring timelines. - Maintain hiring-related communications with interview panels, hiring managers, and project management teams. - Schedule and facilitate interviews and panel sessions. - Manage the full onboarding process for new hires, including onboarding coordination, access requests, orientation scheduling, and development and delivery of onboarding and training materials. - Draft, track, and submit Personnel Action Requests (PARs) for CIO approval and maintain accurate vacancy and PAR tracking logs. - Assist with agency Hiring Pools and related personnel initiatives. - Serve as the point person for division office supplies and coordinate with Operations and Facilities units regarding IT staff placement, workstation setup, and relocations. - Provide executive administrative support to the CIO, including phone coverage, calendar management, meeting scheduling, agenda preparation, and follow-up. - Assist with special projects and initiatives as assigned by the CIO to support the mission and operations of the Technology & Innovation Division.

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. However, all candidates must have at least one year of experience as described in "1" above.

Responsibilities

Serve as the division’s primary liaison for personnel and HR-related matters, coordinating with agency HR, OMB, and executive leadership.
Monitor, track, and update recruitment activity within the Smart Recruiters platform, including posting status, candidate progression, and hiring timelines.
Maintain hiring-related communications with interview panels, hiring managers, and project management teams.
Schedule and facilitate interviews and panel sessions.
Manage the full onboarding process for new hires, including onboarding coordination, access requests, orientation scheduling, and development and delivery of onboarding and training materials.
Draft, track, and submit Personnel Action Requests (PARs) for CIO approval and maintain accurate vacancy and PAR tracking logs.
Assist with agency Hiring Pools and related personnel initiatives.
Serve as the point person for division office supplies and coordinate with Operations and Facilities units regarding IT staff placement, workstation setup, and relocations.
Provide executive administrative support to the CIO, including phone coverage, calendar management, meeting scheduling, agenda preparation, and follow-up.
Assist with special projects and initiatives as assigned by the CIO to support the mission and operations of the Technology & Innovation Division.