Administrative Associate

Administrative Associate

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE PRINCIPAL ADMINISTRAIVE ASSOCIATE CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY. Division / Program Summary : The mission of the Bureau of Tuberculosis Control is to prevent the spread of tuberculosis and to eliminate it as a public health problem in New York City. The goals to achieve this mission are twofold : 1) identify all individuals with suspected or confirmed TB disease and ensure appropriate treatment; 2) ensure that individuals at high risk for progression from TB infection to TB disease are identified and treated for TB infection and do not develop TB disease. Position Summary : Under general direction of the Director of the Office of Medical Affairs within the Bureau of Tuberculosis Control, with wide latitude for the exercise of independent initiative and judgment, the Administrative Associate will be responsible for managing a wide range of administrative support-related tasks. S / he serves as a point of contact for internal and external managers / directors. The Administrative Associate serves as a liaison to senior management staff and the office directors and helps to oversee special projects. The projects range from coordinating special events to overseeing collaborative efforts with all the offices in the bureau. Job Duties and Responsibilities : - Provide direct support to members of the Office of Medical Affairs, including the office Director, on all aspects of administrative issues - Manage schedules and leave calendars - Set up meetings (including booking conference rooms) - Type, edit or proofread and format documents such as protocols - Performing data entry - Take meeting minutes and follow up on outstanding issues - Draft and update Power Point presentations, including using formatting tools - Complete paperwork such as travel and reimbursement forms - Filing, scanning and organizing sensitive documents in appropriate electronic and secured physical folders - Maintain contact lists and files for the team - Assist with the onboarding of newly hired staff - Track and follow up on IT software / equipment and facilities requests for Medical Affairs staff - Cover general administrative functions of office staff when they are unavailable - Perform other administrative tasks as requested Why you should work for us : - Benefits : City employees are entitled to unmatched benefits such as : a 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 and 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 sahn1@health.nyc.gov or 347-396-6549. PRINCIPAL ADMINISTRAIVE ASSOC - 10124

Minimum Qualifications

1. 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; or 2. 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 described in "1" above; or 3. 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 as described in "1" above; 4. Education and / or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical / administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

Preferred Skills

• Proficient in the use of Microsoft applications including Word, Excel, PowerPoint, and Outlook - Excellent oral and written communication skills - Strong attention to details and organizational skills

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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.