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Administrative Associate

Administrative Associate

Posted on: 05/15/2024
  1. Full-time



  1. Exam may be required



$51,816.00 – $51,816.00

Job Description


Established in 1805, the New York City Department of Health and Mental Hygiene (the NYC Health Department) is the oldest and largest health department in the country. Our mission is to protect and improve the health of all New Yorkers, in service of a vision of a city in which all New Yorkers can realize their full health potential, regardless of who they are, how old they are, where they are from, or where they live.

As a world-renowned public health agency with a history of building transformative public health programming and infrastructure, innovating in science and scholarship to advance public health knowledge, and responding to urgent public health crises from New York City’s yellow fever outbreak in 1822, to the COVID-19 pandemic we are a hub for public health innovation, expertise, and programs, and services. We serve as the population health strategist, and policy, and planning authority for the City of New York, while also having a vast impact on national and international public policy, including 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 racial and social justice work, among others.

Our Agency’s five strategic priorities, building off a recently completed strategic planning process emerging from the COVID-19 emergency, are:
1) To re-envision how the Health Department prepares for and responds to health emergencies, with a focus on building a “response-ready” organization, with faster decision-making, transparent public communications, and stronger surveillance and bridges to healthcare systems
2) Address and prevent chronic and diet-related disease, including addressing rising rates of childhood obesity and the impact of diabetes, and transforming our food systems to improve nutrition and enhance access to healthy foods
3) Address the second pandemic of mental illness including: reducing overdose deaths, strengthening our youth mental health systems, and supporting people with serious mental illness
4) Reduce black maternal mortality and make New York a model city for women’s health
5) Mobilize against and combat the health impacts of climate change

Our 7,000-plus team members bring extraordinary diversity to the work of public health. True to our value of equity as a foundational element of all our work, and a critical foundation to achieving population health impact in New York City, the NYC Health Department has been a leader in recognizing and dismantling racism’s impacts on the health of New Yorkers and beyond. In 2021, the NYC Board of Health declared racism as a public health crisis. With commitment to advance anti-racist public health practices that dismantle systems that perpetuate inequitable power, opportunity and access, the NYC Health Department continues to work in and with communities and community organizations to increase their access to health services and decrease avoidable health outcomes.

The mission of the Bureau of Tuberculosis Control (BTBC) is to prevent the spread of tuberculosis (TB) and eliminate it as a public health problem in New York City. The BTBC goals are:
1. To identify all individuals with suspected or confirmed TB disease and ensure their appropriate treatment, ideally on a regimen of directly observed therapy.
2. To ensure that individuals who are at high risk for progression from latent infection to active disease (e.g., contacts of active cases, immunocompromised individuals, recent immigrants from areas where TB is widespread) receive treatment for latent TB infection and do not develop disease.

The BTBC’s, office of Disease Investigation and Case Management (DICM) provides case management and Directly Observed Therapy (DOT) service to TB patients in all five boroughs of NYC. These activities are provided for hospitalized patients, patients receiving care from private providers in the community, patients incarcerated at Rikers Island, and nonadherent TB patients detained at the Bellevue Hospital Center. Case management occurs for patients regardless of whether they are receiving TB care from DOHMH TB clinics, outpatient community providers or hospitalized in a NYC facility.

The selected candidate will perform administrative support to the Director of DICM, work closely with unit heads to ensure smooth operation, manage Video DOT equipment, coordinate hiring event, respond to correspondence at moderate to high importance, and coordinate major training/meeting/in-services events for DICM.

Duties will include but not be limited to:
- Working closely with the DICM Director (in an administrative capacity); coordinating activities with managers, supervisors, BPHC TB clinics, Surveillance and Epidemiology, Administration, Policy and Planning, Education and Outreach, and Medical Affairs.
- Providing administrative support to DICM Offices, including reviewing, copying, and filing documents.
- Scheduling appointments/meetings and booking meeting rooms using the electronic calendar.
- Tracking, maintaining and distributing VDOT inventory of mobile telephones.
- Ordering forms, business cards, and other supplies using the appropriate request portal.
- Liaising with DICM regional offices to collect case management meeting schedules, collecting and distributing QA audit schedules and reports.
- Coordinating all major training events for the offices of DICM, including, Public Health Advisor Day Seminar, Supervisor's Quarterly Meeting, Quarterly Network meetings and other related training events as necessary.

Serves as a Special Administrative Assistant with tasks and projects whenever necessary to facilitate patient care and smooth operation of the office DICM include but are not limited to:

- Performing audits of selected reports and activities in the EMR/ TB registry.

- Maintaining selected databases.

- Managing calendars for the director of DICM and serving as point person for scheduling meetings with senior management.


Please note: If you are called for an interview, you will be required to bring to your interview copies of original documentation, such as:
- A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Driver’s license.
- Proof of Education according to the education requirements of the civil service title.
- Current Resume
- Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e., telephone, Cable, Mobile Phone)

Additional documentation may be required to evaluate your qualification as outlined in this posting’s “Minimum Qualification Requirements” section. Examples of additional documentation may be, but not limited to college transcript, experience verification or professional trade licenses.

If after your interview you are the selected candidate, you will be contacted to schedule an on-boarding appointment. By the time of this appointment, you will be asked to produce the originals of the above documents along with your original Social Security card.


Apply online with a cover letter to https://a127-jobs.nyc.gov/. In the Job ID search bar, enter job ID number.

We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.

The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.

All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

- Proficient computer skills, including Microsoft Office (Word, Excel, PowerPoint, Visio, etc.) - Very good communicator in oral and written forms, and interpersonal communications - Strong analytical, and problem-solving skills - Detail oriented and accurate with details - Self-motivated with very good organizational skill - Work independently, work well under pressure and manage tight timeframes
55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.
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. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.
Residency Requirement

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. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
Additional Information

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 based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Job ID


Title code


Civil service title


Title classification


Business title

Administrative Associate

Posted until


  1. Experienced (non-manager)

Number of positions


Work location

30-30 47TH AVE

  1. Health