Overview
Part-time Administrative Assistant Jobs in Miami, FL at IP TRADING FLORIDA
Position Type:
Administrative and Central Office
Office Title/Functional Title:
Administrative Services and Facilities Associate, COO – 24952
Civil Service Title:
Community Coordinator
Level:
N/A
Division/Office:
Office of the Chief Operating Officer
Borough:
Citywide
Posting End Date:
03/14/2025
Description:
Position Summary: The Administrative Services and Facilities Associate plays a critical role in supporting the Office of Administrative Services’ objectives by managing, analyzing, coordinating, or developing projects. This role will support the day-to-day operations of DCAS facilities. Performs related work.
Reports to: Administrative Services and Facilities Coordinator
Direct Reports: Community Coordinator
Key Relationships: Maintains an effective liaison with appropriate offices both within the New York City Public Schools (NYCPS), such as the Division of School Facilities, Division of Space Management (DSM), Division of Human Resources (DHR), Division of Instructional and Information Technology (DIIT), Central Business Office, Division of Contracts and Purchasing (DCP) and outside City offices, such as the Office of the Mayor and the Department of Citywide Administrative Services (DCAS).
Responsibilities
Events Management
Makes recommendations to the programmatic team regarding special events and planning policy.
Serves as liaison with internal NYCPS divisions and external organizations on event-related matters to ensure proper lines of communication with all departments to ensure that all details are communicated.
Prepares or directs the preparation of correspondence, reports and presentations regarding events and building activities.
Assists with executing projects critical to the day-to-day operations of the additional cluster sites.
Collaborates with DIIT to ensure technology is operational in various locations.
Liaises with Community-Based Organizations (CBOs), Mayor’s Office and other agencies to ensure pre and post event follow-up including generating friendly reminders and thank-you emails.
Conducts weekly check-in with DCAS Police and DCAS Facilities team on upcoming events.
Operation Support
Reviews and responds to Tweed Business Center inquiries regarding building conditions.
Responsible for general maintenance and improvement, e.g., coordination of equipment repair, minor repairs and furniture installation and removal.
Performs routine check-ins with DCAS Facilities to clean and facilities cleanliness
Conducts regular inspections to ensure compliance with health and safety regulations.
Coordinates third-party contractors services and follows up with timeline and service delivery.
Ensures that sites maintain an appropriate amount of essential office supplies, e.g., toner, copy paper and water; place orders as needed.
Supports mailroom operations on needed basis.
Qualification Requirements:
Minimum
A baccalaureate degree from an accredited college and two (2) years of experience in community work or community centered activities in an area related to the duties described above; or
High school graduation or equivalent and six (6) years of experience in community work or community centered activities in an area related to the duties as described above; or
Education and/or experience which is equivalent to “1” or “2” above. However, all candidates must have at least one (1) year of experience as described in “1” above.
Plus
In addition to meeting the minimum requirements, individuals must have two additional years of the experience described in “1” above.
Preferred
Customer focused, detail-oriented, an excellent communicator/collaborator, organized, and capable of having fun while maintaining high work standards.
Ability to work independently and manage relationships with internal and external organizations regarding events from initial conversation through closing.
Experience coordinating large-scale events; event planning and/or event coordination experience preferred.
Familiarity with event registration software.
Experience with NYCPS and City financial systems, including Galaxy, FAMIS, CTS, Cognos, PETS, EIS, ATS.
Proficient skills with the Internet and with Microsoft Office 365 Applications.
Ability to anticipate needs, troubleshoot and solve problems in a collaborative environment.
Ability to work under strict deadlines and work flexible hours.
Superior judgment, discretion, and ability to protect confidential information.
Salary: $69,844 – $75,000
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)
Please include a resume and cover letter with your application.
NOTE: The filling of all positions is subject to budget availability and/or grant funding.
* New York City Residency is NOT Required *
We encourage all applicants from the New York City tri-state area to apply.
AN EQUAL OPPORTUNITY EMPLOYER
DOE Non- Discrimination Policy
The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual’s actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.
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.
Title: Part-time Administrative Assistant
Company: IP TRADING FLORIDA
Location: Miami, FL
