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

The Center for Population Health Data Science (CPHDS)- launched in October of 2023- aims to catalyze critical data modernization work and enable the agency to make progress toward linking public health, healthcare, and social service for timely and effective public action. We are working towards making these data more accessible, timely, equitable, meaningfully usable, and protected and actively used to protect and promote the health and wellbeing of New Yorkers. We aim to strengthen agency wide data capabilities by empowering our workforce, enhancing intra- and inter-agency data sharing, and using modern technology to yield trusted and integrated data and insights. A real-time and comprehensive view of city needs is needed to enhance public health actions and improve health outcomes for the most vulnerable New Yorkers. The Bureau of Administration supports the operational and administrative needs of the Center for Population Health Data Science (CPHDS). It manages key functions, including human resources, procurement of goods and services, fiscal management, facilities and operations, mandatory training, professional development, and reporting. The Bureau oversees recruitment, onboarding, and staff development, ensures the acquisition of necessary resources, manages budgets and financial reporting, coordinates mandatory training and professional growth opportunities, and provides accurate reporting to support compliance and decision-making. These essential services enable the Center to achieve its mission efficiently and equitably.

• 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 Centers 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 Centers 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 Centers strategic priorities.

PREFERRED SKILLS:

• 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

Why you should work for us:

• 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. For more information, please visit the U.S. Department of Education's website (https://studentaid.gov/pslf/)
• Benefits: City employees are entitled to unmatched benefits such as:

o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.

o additional health, fitness, and financial benefits may be available based on the position's associated union/benefit fund.

o a public sector defined benefit pension plan with steady monthly payments in retirement.

o a tax-deferred savings program and

o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.

• 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.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.

ADMINISTRATIVE BUSINESS PROMOT - 1000C

Minimum Qualifications

1. 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; or

2. A satisfactory equivalent combination of education and experience. However all candidates must have 2 years of managerial or executive experience as described in "1" above.

Appropriate graduate study in an accredited college or university may be substituted for the general experience on a year-for-year basis. All candidates must have a four-year high school diploma or its equivalent approved by a States Department of Education or a recognized accrediting organization.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individuals sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.