Workplace Business Operations Coordinator, Bureau of Center for Population Health Data Science Administration

City of New York • New York, NY

5d • $68,214 - $95,000 • Hybrid

About The Position

The Center for Population Health Data Science (CPHDS), established in October 2023, aims to modernize data practices and improve the accessibility, timeliness, equity, usability, and protection of public health, healthcare, and social service data for New Yorkers. The Bureau of Administration supports CPHDS by managing essential functions such as human resources, procurement, fiscal management, facilities, and staff development. This role is crucial for enabling the Center to achieve its mission efficiently and equitably by ensuring robust operational and administrative support.

Requirements

• A baccalaureate degree from an accredited college or university and five years of full-time paid experience acquired within the last fifteen years, of supervisory or administrative experience including handling of business promotion or urban economic problems, at least 2 years of which must have been in a managerial or executive capacity with primary focus on business promotion or urban economic planning.
• A four-year high school diploma or its equivalent approved by a State's Department of Education or a recognized accrediting organization.
• Strong organizational skills, attention to detail, and ability to prioritize competing deadlines.
• Ability to exercise sound judgment, discretion, and professionalism with sensitive information.
• Excellent written and verbal communication skills.
• Ability to coordinate logistics across multiple stakeholders and meeting formats (in-person, hybrid, virtual).
• Demonstrated ability to manage complex calendars for executives and/or senior leadership.
• Experience supporting office operations (inventory, space planning support, conference room coordination, general office management).
• Comfort troubleshooting basic presentation/A/V technology and supporting meetings.
• Ability to work independently, proactively, and collaboratively within a team environment.

Nice To Haves

• Appropriate graduate study in an accredited college or university may be substituted for the general experience on a year-for-year basis.

Responsibilities

• Coordinate workplace resource management by maintaining electronic inventories of equipment and assets, monitoring resource needs, and partnering with Fiscal and Procurement staff on workplace-related purchases and OTPS planning.
• Coordinate with fiscal management, procurement staff, and external vendors to facilitate payment processing, invoice follow-up, procurement documentation, and financial tracking activities associated with workplace initiatives.
• Manage vendor communications, scheduling, logistics, documentation, quote collection, procurement support activities, training space reservations, and vendor negotiations related to training costs and service arrangements.
• Coordinate projects across bureaus and administrative units to support operational, fiscal, and modernization initiatives, ensuring activities remain aligned with project goals, timelines, and agency priorities.
• Review business operations and recommend process improvements to increase efficiency, improve service delivery, and support effective use of administrative and fiscal resources.
• Serve as a liaison between CPHDS and administrative stakeholders to direct workshops, trainings, and related operational activities.
• Coordinate workspace planning and utilization, including office moves, seating assignments, conference room operations, shared workspaces, and workplace improvement initiatives to support evolving organizational needs.
• Monitor workplace operations to ensure equipment, supplies, and administrative services are available and aligned with program needs. Identify operational gaps and recommend improvements to enhance efficiency and customer service.
• Serve as the Center's Health and Safety Coordinator by supporting workplace inspections, monitoring compliance with health and safety requirements, coordinating corrective actions, and promoting a safe work environment.
• Serve as the Center's Emergency Management Liaison by coordinating continuity of operations planning, emergency preparedness activities, staff communications, and readiness initiatives in collaboration with agency partners.
• Coordinate operational continuity by developing coverage plans, documenting standard operating procedures, and supporting uninterrupted administrative operations during staff absences or emergencies.
• Coordinate workspace support for interns, fellows, temporary staff, and visitors by ensuring workstations, equipment, building access, and workspace resources are prepared and available throughout each program cycle.
• Coordinate operational onboarding and offboarding activities by ensuring workspace readiness, equipment deployment, asset recovery, and facility access are completed accurately and on schedule.
• Coordinate Administrative Request Center operations by overseeing request intake, assignment, tracking, and resolution while monitoring service levels and recommending process improvements to enhance operational effectiveness.
• Support executive operations by providing backup calendar management, meeting coordination, scheduling support, and logistical assistance to ensure alignment with leadership priorities.
• Develop, implement, and maintain operational procedures, service standards, and workplace guidelines that improve consistency, accountability, and service delivery across the Center.
• Gather feedback from employees and leadership regarding workplace operations and administrative services, analyze trends, and recommend improvements that enhance the employee workplace experience.
• Support internal workplace engagement initiatives by coordinating logistics for staff meetings, employee recognition activities, trainings, and other administrative events that foster collaboration and a positive workplace culture.
• Perform related administrative and operational duties as assigned in support of the Bureau of Administration and the Center's strategic priorities.

Benefits

• Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance.
• Premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• Additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• A public sector defined benefit pension plan with steady monthly payments in retirement.
• A tax-deferred savings program.
• A robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager