Administrative & Procurements Coordinator, Bureau Of Finance, Administration And Services

Administrative & Procurements Coordinator, Bureau of Finance, Administration and Services

The Center for Health Equity & Community Wellness (CHECW) seeks to eliminate inequities resulting in premature mortality. With an unwavering grounding in history and structural analysis, CHECW works to increase visibility of socially unjust policy while pushing towards redress for the most impacted NYC communities. CHECW addresses inequity across community and healthcare systems in partnership with community, faith-based, and health care organizations. CHECW's work focuses on social determinants of health, including environmental and commercial determinants, and addresses both upstream and downstream factors to improve health and well-being of New Yorkers. CHECW is comprised of the Bureau of Bronx Neighborhood Health, the Bureau of Brooklyn Neighborhood Health, the Bureau of Harlem Neighborhood Health, the Bureau of Chronic Disease Prevention, the Bureau of Health Equity Capacity Building, the Bureau of Equitable Health Systems and the Bureau of Finance, Administration and Services. The division's Executive Deputy Commissioner also serves as the Agency's Chief Medical Officer. The Bureau of Finance, Administration and Services (BFAS) is responsible for preserving, enhancing, and supporting CHECW's financial, physical, and human resources, operating from a centralized, customer-oriented, and service-based model. As stewards of the division's resources, BFAS creates linkages between CHECW and other Divisions, and ensure that we thoughtfully, judiciously, efficiently utilize our resources for Health Equity and Community Wellness. The Bureau's portfolio includes Human Resources, Contracts, Finance, Operations and Grants and Special Projects. The Bureau of Finance, Administration and Services (BFAS) seeks an Admin. & Procurements Coordinator to support the critical administrative work of the bureau supporting grants and special projects for the divisions and work with the Fund for Public Health of New York City (FPHNY). DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

• Support Bureaus with preparing DOHMH/CHECW grants applications and FPHNY Negotiated Acquisition project proposals by advising, reviewing, and editing, proposal documents, amendments, and modifications, including narratives and budgets.
• Collaborate with program teams, FPHNY, and contracted community partners to draft scopes of work, create spending plans, and submit correct documentation to secure contract approvals.
• Develop and facilitate trainings to provide technical assistance to internal programs and contracted community partners on acceptable invoicing and documentation practices.
• Work with community partners to coordinate all aspects of invoice preparation, including data entry, documentation review, and reconciliation of billing information ensuring adherence to contracts.
• Partner with internal teams to track vendor account balances and monitor budget allocations across multiple health equity and outreach programs.
• Work with internal teams to ensure compliance for grant-funded programs, including monthly collection and submission of time and effort certifications to the Grants Development and Compliance Manager.
• Routinely meet with program Grant Managers, FPHNY Negotiated Acquisition Project Managers and community partners to discuss project activities and spenddown. Notify leadership of any issues and work towards resolving those issues.
• Review community partners' invoices in collaboration with internal teams, and process vendor payments within the required timeline.
• Confer with, advise, and assist operational, technical, and professional staff in procurement processes.
• Work closely with contracted community partners in streamlining grants & FPHNY process and adjusting for any barriers.
• Monitor and review community partners invoices, maintain files in an organized manner and keep running total of contracted accounts for all community partners.
• Monitor and create reports on the performance of post-award contractors to ensure contract compliance through review of standard reporting documents; provide technical assistance as needed.
• Work collaboratively with members of the Bureau of Finance, Administration & Services (BFAS) and with colleagues in Finance, Legal, and HR across the Agency and at the Fund for Public Health in New York City (FPHNY) to resolve project issues. Liaise on grant and FPHNY NA issues with program areas, the central Finance Division, and other internal and external entities.

PREFERRED SKILLS: Ability to maintain a calm, professional demeanor in the face of competing demands. Knowledge of and experience working within the City's contract, procurement, and budget systems. Ability to work independently and as part of the team. Strong organization, problem-solving, and analytical skills. Strong time management skills: ability to manage multiple tasks simultaneously and meet tight deadlines. Proactive problem-solver who can work successfully in a high-paced environment. Excellent verbal and written communications skills. Demonstrated flexibility and ability to juggle competing priorities. High degree of proficiency in Excel. Must be responsive, possess effective people skills, and can build and maintain effective working relationships across programs and with employees at all levels. Ability to demonstrate a professional, positive attitude and work ethic.

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
• 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! 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.