Office Aide, Bureau of Immunization

About the role

The Bureau of Immunization (BOI) prevents vaccine‑preventable diseases through comprehensive immunization programs across the lifespan, works to eliminate vaccination coverage disparities via data evaluation and equitable services, and responds to VPD outbreaks. The BOI Administration Unit handles day‑to‑day operations, personnel management, civil service compliance, staff training, budget development and monitoring, procurement, agency finance coordination, office management, space assessments, supply ordering, security and safety, and daily operational activities. Reporting to the Program Management Officer, the Office Aide (College Aide) assists with office management and maintains procurement tracking reports.

Responsibilities

• Work with Mailroom staff to collect, sort and distribute mail and packages
• Support meeting planning and coordination with the Administration group and contribute to note taking and sending emails on meeting summary
• Order office supplies and maintain inventory
• Oversee office‑related issues and report equipment malfunctions via IT/Facility tickets as needed
• Order UPS mailing labels, and mail materials to various stakeholders as needed by supervisor
• Assist with submitting requests for OMNY card reimbursements
• Assist in calling vendors to obtain invoices
• Assist with maintaining some spending spreadsheets as needed