Project Coordinator - Manager of Executive Operations

An associate's degree or higher and at least two years of experience in administrative support*, which includes use of office software (e.g. email, word processing), provision of customer service, business writing, and management of an office. At least one year must have included supervision of administrative support staff.

OR

Four years of experience in administrative support*, which includes use of office software (e.g. email, word processing), provision of customer service, business writing, and management of an office. At least one year must have included supervision of administrative support staff.

*Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience

Preferred Qualifications:
• Ability to initiate and maintain relationships across a diverse set of stakeholders
• Ability to multi-task and manage shifting priorities
• Ability to maintain a high level of professionalism
• Customer service experience
• Detail oriented
• Willingness to learn new technology systems

Duties Description As the Manager of Executive Operations, the incumbent would report to the Deputy Commissioner of Administrative Services. The individual will perform a full range of duties, including, but not limited to the following:

• Supervise staff within the Commissioner's Suite
• Train new administrative staff on policies, procedures, Statewide Financial System (SFS), onboarding and offboarding, and other internal processes
• Manage incoming phone calls and emails, ensuring that they are directed to the appropriate division or individual and followed up on in a timely manner
• Ensure that the performance management program is carried out effectively and in a timely manner in the Commissioner's Suite
• Maintain current mandatory training completion, and ensure that the administrative staff and senior leadership team is compliant with training requirements
• Maintain calendar and meeting schedules for events, meetings, time off, and travel for the Deputy Commissioner of Administrative Services and other Executive staff as needed
• Schedule and prepare for meetings for the Deputy Commissioner of Administrative Services, including assisting with the purchase of food and/or other supplies for meetings where applicable
• Purchase office supplies and other items using the procurement card, reconcile card usage, and maintain stock of office supplies
• Act as the liaison with the Property Office to ensure that issues are addressed, and projects are scheduled and completed in a timely manner
• Follow up on priority Executive team projects and ensure timely and accurate completion
• Act as the point person for Information Technology tickets and teams, to include monitoring problems that arise and acting as the backup for escalation requests
• Manage travel arrangements including processing standard and special travel requests and creating expense reports
• Place and approve requisitions for the Deputy Commissioner of Administrative Services
• Oversee the fleet of cars (6) for the Commissioner's Suite
• Act as the liaison with Finance/Property for mileage logs and tracking missing reports, and assist with coordination for vehicle maintenance
• Maintain and distribute monthly mileage logs, monitor and maintain binders, and monitor and maintain Capitol parking pass
• Lead onboarding and offboarding activities for the Commissioner's Suite and provide agencywide support in answering general questions related to onboarding and offboarding
• Assist with processing badge access for staff and request SFS access for staff
• Serve as the Chamber Liaison to the Governor's Correspondence Office
• Prepare yearly report for Executive Deputy Commissioner and Executive team on progress of projects and initiatives
• Other special projects as by the Executive team

Additional Comments Telecommuting is available and can be discussed during the interview.

• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
• Choice of several affordable and competitive health insurance plans
• Dental and vision insurance plans at no additional cost
• Membership in the NYS Employee's Retirement System
• NYS Deferred Compensation Investment Plan
• Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees)
• Eligibility to apply for tuition reimbursement for qualifying employees and courses
• Paid Parental Leave

Some positions may require additional credentials or a background check to verify your identity.

Name Travis Serson

Telephone 518-457-1020

Fax EFax:5184742871@fax.ny.gov

Email Address labor.sm.personnel.jva@labor.ny.gov

Address

Street Department of Labor/Personnel

Harriman State Campus Bldg 12 Rm 561

City Albany

State NY

Zip Code 12226

Notes on Applying All candidates must submit a written resume and cover letter which clearly demonstrates how they meet the minimum qualifications for the position. These documents must be received by September 9, 2024 and submitted via email to labor.sm.personnel.jva@labor.ny.gov or mailed to the NYS Department of Labor, Personnel Bureau, Building 12, Room 561, State Office Campus, Albany, NY 12226. You must include, Vacancy ID 165995, Project Coordinator - Manager of Executive Operations - Albany, in the subject line of your email. Failure to do so may result in a delay of processing your application.

Candidates from diverse backgrounds are encouraged to apply. Department of Labor is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.

New York State (NYS) is an equal opportunity/affirmative action employer. NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.

If you are a person with a disability and wish to request that a reasonable accommodation be provided for you to participate in a job interview, please contact: Department of Labor, Attn: Director, Division of Equal Opportunity and Development (DEOD), Building 12, Albany, NY 12226 (Phone (518) 457-1984 and/or fax (518) 485-2575.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at response@oer.ny.gov.