EXECUTIVE ASSISTANT TO THE CHIEF MEDICAL OFFICER

New York City, NY • Manhattan, NY

128d

About The Position

The Department of Social Services (DSS) is comprised of the administrative units of the NYC Human Resources Administration (HRA) and the Department of Homeless Services (DHS). The City leverages shared services functions across agencies, which results in better day-to-day management and building an integrated mission across agencies. DHS's mission statement is, together with our not-for-profit partners, to prevent homelessness, when possible, address street homelessness, provide safe temporary shelter, and connect New Yorkers experiencing homelessness to suitable housing. The New York City Human Resources Administration (HRA) is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Cash, Food and Rental Assistance as well as Medicaid. The DSS Medical and Health Services Office aims to improve the health and well-being of individuals who are experiencing homelessness and living in NYC and of those receiving HRA benefits, increase their chances of succeeding in permanent housing and independent living, and decrease morbidity and mortality; and improve food safety, compliance with NYC Food Standards and the overall nutritional status and nutrition knowledge. The Department of Social Services is recruiting for one Principal Administrative Associate III to function as an Executive Assistant to the Chief Medical Officer who will complete a broad variety of high level administrative tasks for the Chief Medical Officer (CMO), including managing the CMO's calendar, assist in the development and implementation of relevant policies and procedures, develop sensitive documents, including organizational charts, fillable forms, program description, reports, schedules, spreadsheets, audit response, etc; prepare purchase order; support grant activities, including following up on timeline and support materials; ensure that the CMO is well informed of upcoming commitments and responsibilities, following up appropriately; prepares or assists in the preparation of reports to governmental agencies and non-governmental organizations involved in program operations.

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.
• 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.

Responsibilities

• Complete a broad variety of high level administrative tasks for the Chief Medical Officer (CMO), including managing the CMO's calendar, assist in the development and implementation of relevant policies and procedures, develop sensitive documents, including organizational charts, fillable forms, program description, reports, schedules, spreadsheets, audit response, etc; prepare purchase order; support grant activities, including following up on timeline and support materials; ensure that the CMO is well informed of upcoming commitments and responsibilities, following up appropriately; prepares or assists in the preparation of reports to governmental agencies and non-governmental organizations involved in program operations.
• Coordinate logistics for meetings and tele-conferences with internal staff and external partners, including but not limited to conference room reservations, security desk notices, ensuring technical supports are functional, and that meeting materials are printed if needed, organized and ready for meetings; sending reminders and preparing agendas for regular meetings with director level staff, DHS programs and outside stakeholders and taking minutes if requested.
• Serve as the office manager and order office supplies, prepares purchase requests, maintains supply and equipment inventories and keep the supplies organized; keep the office organized and manage seating chart with the DSS/DHS/HRA administrative and operations offices; set up all new staff with email, ID appointments, and access to needed networks, software and databases; arrange complex and detailed travel plans, itineraries, and agendas, compile documents for travel-related meetings.
• Maintain and update organizational databases including hospitals and partners contact information; distribute confidential shelter lists to medical partners and track the MOU processes and maintain signed MOUs for shelter lists as other projects; maintain confidential information as needed.
• Represent the CMO in a professional manner, interpret and answer general questions that may arise using own judgment; prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, within prescribed deadlines; Coordinates vacation schedules of senior personnel.

Benefits

• Public Service Loan Forgiveness eligibility.
• New York City residency requirement within 90 days of appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Justice, Public Order, and Safety Activities
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees