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

About the role

The Center for Population Health Data Science (CPHDS), launched in October 2023, aims to catalyze critical data modernization work and enable the agency to make progress toward linking public health, healthcare, and social services for timely and effective public action. The Bureau of Administration supports the operational and administrative needs of CPHDS by managing key functions, including human resources, procurement, fiscal management, facilities, mandatory training, professional development, and reporting.

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 alignment 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.
• Monitor workplace operations to ensure equipment, supplies, and administrative services are available and aligned with program needs; identify operational gaps and recommend improvements.
• 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.
• 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.
• Coordinate operational onboarding and offboarding activities, including workspace readiness, equipment deployment, asset recovery, and facility access.
• Oversee Administrative Request Center operations, including request intake, assignment, tracking, and resolution, while monitoring service levels and recommending process improvements.
• Support executive operations by providing backup calendar management, meeting coordination, scheduling support, and logistical assistance.
• Develop, implement, and maintain operational procedures, service standards, and workplace guidelines to improve consistency, accountability, and service delivery.
• Gather feedback from employees and leadership regarding workplace operations and administrative services, analyze trends, and recommend improvements.
• Support internal workplace engagement initiatives by coordinating logistics for staff meetings, employee recognition activities, trainings, and other administrative events.
• Perform related administrative and operational duties 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, conference room coordination, general office management).
• Comfort troubleshooting basic presentation/AV technology and supporting meetings.
• Ability to work independently, proactively, and collaboratively within a team environment.

Benefits

• Loan Forgiveness: Eligibility for federal/state loan forgiveness and repayment assistance programs.
• Premium-free health insurance plan that saves employees over $10K annually (2024 assessment).
• Additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• Public sector defined benefit pension plan with steady monthly payments in retirement.
• Tax-deferred savings program.
• Robust Worksite Wellness Program offering resources and opportunities to maintain health.
• Work From Home Policy: Up to two days per week remote work, depending on the position.
• Job Security: Enhanced job security compared to private sector employment.

Requirements

• A baccalaureate degree from an accredited college or university and five years of full-time paid experience acquired within the last fifteen years, including supervisory or administrative experience in business promotion or urban economic problems, with at least two years in a managerial or executive capacity; or
• A satisfactory equivalent combination of education and experience, with at least two years of managerial or executive experience as described above.
• Appropriate graduate study may substitute for general experience on a year-for-year basis.
• All candidates must have a four-year high school diploma or its equivalent approved by a State's Department of Education or a recognized accrediting organization.

Schedule

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.