Executive Operations Coordinator

City of New York•East Elmhurst, NY

2d•Onsite

About The Position

The New York City Department of Correction (DOC) is an integral part of the City’s evolving criminal justice system, participating in reform initiatives and strategies aimed to move the City towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers, and people in our custody. Importantly, safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 7,500 diverse professionals and knowledgeable experts. Under general direction, the Executive Operations Coordinator will provide high-level executive, administrative, and operational support to the Senior Deputy Commissioner (SDC). The position will serve as a key coordination point for executive priorities, strategic initiatives, personnel-related matters, and day-to-day office operations. The selected candidate will be expected to exercise discretion, sound judgment, and a high degree of independence while managing sensitive assignments, coordinating across Departmental divisions, and ensuring matters requiring executive review are organized, complete, and addressed timely.

Requirements

A baccalaureate degree from an accredited college, and four years of full-time experience in corrections, social work, psychology, law, public administration, law enforcement, or a related field providing direct services to an inmate or detention population within a correctional or related facility, at least one (1) year of which must have been in a responsible supervisory, administrative or consultative capacity; or
A high school diploma or evidence of having passed a high school equivalency examination and six (6) years of full-time experience as described above; or
Education and/or experience equivalent to "1" or "2" above.
Service as an inmate in correctional or related facility may be substituted for a portion of the required experience up to a maximum of two years on a year for year basis.
A graduate degree from an accredited college or university with a major in social work, psychology, law, criminal justice or public administration which includes a field placement performing duties as described above, may be substituted for up to one year of full-time experience as described in "1" above.
All candidates must have at least two years of full-time experience as described in "1" above, at least one year of which must have been in a supervisory, administrative or consultative capacity.

Responsibilities

Manage and oversee the Senior Deputy Commissioner’s calendar, including coordinating meetings with internal and external stakeholders, prioritizing competing demands, and proactively resolving scheduling conflicts.
Coordinate executive meetings, briefings, and operational discussions, including preparing agendas, compiling supporting materials, documenting meeting minutes, tracking decisions, and ensuring timely follow-up on action items.
Support strategic and operational planning by serving as a liaison across Departmental divisions, coordinating stakeholder input, gathering required information, and assisting with the organization and advancement of executive priorities.
Serve as a key liaison between the SDC, executive leadership, Departmental staff, and external stakeholders to facilitate communication, coordinate assignments, and ensure matters requiring executive attention are appropriately elevated and addressed.
Manage high-priority, confidential, and time-sensitive assignments with minimal direction, exercising independent judgment to organize work, identify next steps, and ensure deadlines are met.
Coordinate and track assignments delegated by the SDC to unit supervisors, including Captains and other direct reports, and maintain appropriate follow-up mechanisms to ensure required reports, responses, and deliverables are completed timely.
Review and coordinate personnel-related matters requiring SDC review or approval to ensure a streamlined and efficient executive review process.
Review timesheets and related timekeeping documentation for all employees reporting directly to the SDC prior to final SDC approval, identifying discrepancies and coordinating with Human Resources, Payroll, and appropriate supervisors to resolve issues as necessary.
Maintain and update office schedules, assignments, and coverage plans in real time to reflect changing priorities, staffing needs, meetings, and operational requirements.
Perform special assignments and executive-level projects as directed, including management and coordination of DOC Headquarters space planning, office space utilization, relocations, and organizational reconfiguration initiatives.
Coordinate with Departmental divisions and appropriate stakeholders regarding space management needs, seating assignments, office moves, logistical requirements, and related implementation activities.
Support and monitor critical administrative and operational functions within the Office, including identifying outstanding issues, facilitating problem resolution, and ensuring alignment with executive priorities and the Office’s strategic objectives.
Assist with the development and monitoring of internal controls, administrative procedures, tracking systems, and workflows designed to improve accountability, efficiency, documentation, and timely completion of assignments.
Maintain organized records and tracking mechanisms for executive correspondence, personnel matters, reports, deadlines, special projects, and other matters requiring SDC review or follow-up.
Prepare, review, and coordinate executive correspondence, briefing materials, reports, memoranda, presentations, and other documents as required.
Anticipate executive support needs and proactively identify administrative, operational, or scheduling issues that may require intervention or escalation.
Handle confidential and sensitive information with appropriate discretion and professionalism.
Perform other related executive support, administrative, and special project duties as assigned.