10101 - Administrative Assistant

Administrative Assistant

The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization dedicated to advancing the health and well-being of all New Yorkers.  To this end, in partnership with the New York City Department of Health and Mental Hygiene (DOHMH), FPHNYC incubates innovative public health initiatives implemented by DOHMH to advance community health throughout the city. It facilitates partnerships, often new and unconventional, between the government and the private sector to develop, test, and launch new initiatives. These collaborations speed the execution of demonstration projects, effect expansion of successful pilot programs, and support rapid implementation to meet the public health needs of individuals, families, and communities across New York City.

PROGRAM OVERVIEW

The Finance Division at DOHMH has central responsibility and authority for all the finance, contracting, procurement, payroll, and revenue functions of the nation’s largest local health department. DOHMH has approximately 7,000 employees and serves the nation’s largest city of 8.8 million New Yorkers.

Finance oversees policy analysis, program development, performance improvement, financial management, resource maximization, and technical assistance. Finance helps to ensure that programs and operations have the information, analysis, funding, and capacity to deliver critical services effectively and meet DOHMH’s health and racial equity objectives.

Finance is organized into five bureaus, which vary in size from 25 to 85 employees each. The bureaus are each led by an Assistant Commissioner. The bureaus include:

• Bureau of the Agency Chief Contracting Officer procures over $1.5 billion in goods and services through 900+ contracts and 2,500+ purchase orders.
• Bureau of Budget, which directs the agency’s $3 billion operating budget and $350 million capital budget.
• Bureau of Revenue, which generates over $2 billion in revenue.
• Bureau of the Controller administers the agency’s payroll, processes payments to 5,000+ contractors and vendors, oversees cash management, and leads fiscal closeout programs.
• Bureau of Finance Administration and Planning performs sophisticated financial analyses and reporting, manages agency contracts, coordinates financial systems, leads training, and prepares for budget hearings.

POSITION OVERVIEW

This position reports to the Special Projects Director in the Office of the Finance Deputy Commissioner (DC) in the Division of Finance. The Administrative Assistant will be responsible for administrative and project support for the Office of the Deputy Commissioner. The ideal candidate will be highly organized, motivated, and communicate well. This is an FTE position that will extend to June 30, 2025.

RESPONSIBILITIES

Duties include:

• Manage the Deputy Commissioner’s daily calendar, including scheduling meetings and events.
• Prepare for and follow up on internal and external meetings.
• Assist with the DC office's day-to-day operations and provide general administrative support, including printing, filing, document management, technological support, and managing incoming correspondence.
• Plan and manage special events as needed.
• Plan and manage travel for the DC.
• Support special projects as assigned, including conducting research, coordinating with internal and external partners, and preparing and presenting information.
• Manage internal communications on behalf of the DC, including preparing newsletters, presentations, and other correspondence.
• Represent the DC’s office in meetings, as assigned.
• Maintain confidentiality.
• Other duties as assigned. 

QUALIFICATIONS

• Bachelor’s degree or equivalent
• 1-3 years of related experience
• Must have strong problem-solving, verbal, and written communication skills.
• Excellent organizational skills and attention to detail
• Proficient with Microsoft Office Suite, including Outlook.

SALARY 

• Salary range is $60,000 to $70,000.

LOCATION

Gotham Plaza - 42-09 28^th St, Long Island City, NY 11101

WORK SCHEDULE

9:00 am – 5:00 pm

Monday - Friday

In-office

RESIDENCY REQUIREMENT

You must live in New York City Tri-state area (NY, NJ, CT) in order to be considered for a position at FPHNYC.

TO APPLY

To apply, upload Resume, including how your experience relates to this position. Applicants who best match the position needs will be contacted.

The Fund for Public Health in New York City is an Equal Opportunity Employer and encourages a diverse pool of candidates to apply.