Special Projects Assistant

22 Cortlandt St.
Operations
Full-time
Fund for Public Health NYC
The Fund for Public Health in New York City (FPHNYC) is a 501(c)3 non-profit organization that is dedicated to the advancement of 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 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 facilitate rapid implementation to meet the public health needs of individuals, families, and communities across New York City.
This job has been expired
Description

POSITION OVERVIEW

Reporting to the Director of Special Projects, the Special Projects Assistant is responsible for supporting the FPHNYC Special Projects team in day-to-day administrative processes. The position plays a lead role in coordinating and reconciling travel arrangements, maintaining database portals and tracking temporary staff processing. In addition, the Special Projects Assistant assists the Special Projects team with filing and processing documentation related to contract closings. On a monthly basis, the Special Projects Assistant works with the Finance team to compile invoices for expenses incurred. 

RESPONSIBILITIES

The Special Projects Assistant will serve as the support for Special Projects team. The Special Projects Assistant’s responsibilities are to:

  • Assist with development of the monthly bills by compiling all necessary backup documentation, confirming dates of service and accuracy of expenses and submitting into the payment portal 
  • Coordinate and track work orders and engagements for temporary staff in partnership with Human Resources. Review temporary staff invoices and submit requests for payments in a timely manner. Work closely/coordinate/troubleshoot  with FPHNYC Finance Department and vendors to make sure payments are processed promptly and accurately
  • Maintain and support data entry to Contracts Database and Payee Information Portal
  • Assist Project Managers with preparing and executing sub-contracts and other procurement agreements, including purchase orders and catering requests. Support Project Managers to review appropriate supporting documentation in order to request and submit contract payments
  • Assist with the coordination, release and resolution of competitive bids, including posting opportunities to the FPHNYC website, reviewing applications and maintaining the bid timetable
  • Assist Project Managers with contract closeout actions in a timely manner including but not limited to contractor notifications, updates to the Contract Database, and de-obligation of funds
  • Coordinate, track, and process requests for travel. Serve as primary contact with travel agent. Review and submit travel reimbursements
  • Coordinate trainings facilitated by FPHNY for all program partners including reserving space, sending out invites, collecting responses, etc.

QUALIFICATIONS

The ideal candidate will be an excellent communicator, have the ability to manage multiple tasks with sensitive timelines, be detail-oriented, be an innovative thinker and proven, creative problem-solver, and be proficient in the use of Microsoft Excel and Word.

  • BA/BS Degree or equivalent experience
  • 1-2 years of administrative experience
  • Excellent analytical, problem-solving, and communication skills
  • Demonstrate attention to detail, can see tasks through to completion and be able to prioritize tasks
  • Knowledge of database and spreadsheet software
  • Ability to work independently and as part of a team in a fast-paced, deadline driven environment

SALARY AND BENEFITS

FPHNYC offers a comprehensive benefits package with a strong work life balance. The salary range for this position is $50,000 to $60,000.