Workplace Operations Coordinator, Center for Population Health Data Science Administration

Job description

Open to permanent DOHMH employees or candidates who are eligible for 55-a appointment 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. DUTIES WILL INCLUDE BUT NOT BE LIMITED TO: - Coordinate workplace operations and administrative services that support the Center for Population Health Data Science (CPHDS) at Gotham Center. Serve as the primary liaison with building management, contractors, vendors, and agency partners to ensure a safe, functional, and well-maintained workplace environment - 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 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 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. 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 () - 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! Commitment to Equity: 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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy. 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 or 347-396-6549. ASSOCIATE STAFF ANALYST - 12627 1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and one year of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management, or in a related area; or 2. A baccalaureate degree from an accredited college and three years of satisfactory full-time professional experience in the areas described in "1" above. 3.An associate degree or completion of 60 semester credits from an accredited college and five years of satisfactory full-time professional experience as described in “1” above. 4. A four-year high school diploma or its educational equivalent approved by a State’s department of education or a recognized accrediting organization and seven years of satisfactory full-time professional experience as described in “1” above. 5.A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least one year of experience as described in “1” above. 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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.