Administrative Systems Developer

Company overview:
 With an annual budget of $2.3 billion and more than 7,000 employees throughout the five boroughs, the New York City Department of Health and Mental Hygiene (NYC DOHMH) is one of the largest public health agencies in the world, serving 8 million New Yorkers from diverse ethnic and cultural backgrounds. We're tackling a broad range of public health issues with innovative policies and programs and getting exceptional results, but our work is never finished. The breadth of our innovative programs provides the widest range of choices for every member of our team.   

Program Description:

The Center for Population Health Data Science (CPHDS)- launched in November of 2023- aims to catalyze critical data modernization work and enable the agency to make progress toward linking public health, healthcare, and social service for timely and effective public action.  We are working towards making this data more accessible, timely, equitable, meaningfully usable, and protected – and actively used to protect and promote the health and wellbeing of New Yorkers.  We aim to strengthen agency wide data capabilities by empowering our workforce, enhancing intra- and inter-agency data sharing, and using modern technology to yield trusted and integrated data and insights. A real-time and comprehensive view of city needs is needed to enhance public health actions and improve health outcomes for the most vulnerable New Yorkers. 

To support the Center's mission, the Bureau of Administration (ADM) in CPHDS provides administrative support to all programs and center staff. This includes the appropriate allocation and efficient spend down of city tax levy and grant funds; planning and managing program services procured through contracts and purchase orders including supplies, equipment, and services; managing all personnel activities including recruitment, labor relations, payroll and leave requests; administrative reporting, office support and facility maintenance of 3 office sites. The Bureau of Administration has an opening for an Administrative Systems Developer.

Duties:

• Conduct analysis of administrative processes and identify key areas for improvement. Develop and implement process improvement plans using automation and internal systems.
• Collaborate with CPHDS programs to assess needs and propose plans to implement changes. Perform ongoing monitoring to ensure process improvements are sustained. Create process documentation and train staff on new processes.
• Provide ongoing support and management of CPHDS Administration’s internal, web-based service request tracking application that will allow staff to submit direct requests for goods and services. Follow up with division administration staff to ensure requested are closed out in a timely and efficient manner.
• Implement and manage the internal inventory system to ensure proper tracking, distribution, and maintenance of office supplies. Count materials, equipment, merchandise, or supplies in stock and enter in the database on a quarterly basis. Create and disseminate inventory reports and other ad-hoc reports as requested.
• Assist with the technical support, testing and troubleshooting on all internal systems as scheduled and as requested.  Track all technical issues reported by users and report to Administrative Data Operations Manager. Provide weekly status report to Admin Service Manager and assist with the preparation of monthly performance reports for division stakeholders.
• Assist database manager with maintaining the integrity of data in the tracking system backend data tables and consistently updated with real-time data from DOHMH systems (i.e., EDB, PECOS).  
• Retrieve reports from a variety of DOHMH internal systems, such as PECOS and OES, as scheduled by data manager. Enter updated data into internal database for proper tracking and archiving.   
• Ensure data is archived according to designated schedule set by Data Manager. Manage regular data quality checks to assess quality of data collection and application activity.  
• Write and maintain user manuals and/or how-to guides for all data tracking system that will easily communicate instructions to users and technical information to administrators. Train staff on system features as needed.  
• Serve as the secondary liaison with DIITT for agency wide application rollouts & upgrades. Submit and track all requests for equipment into the IT purchase request system and manage all requests. Submit and manage all encumbrances related to IT contracts.  
• Serve as IT Purchase liaison coordinating the submission of all Center requests to IT, tracking the purchase and distribution of new equipment across programs, working with DIITT or external vendor to ensure timely and accurate completion of work, advise Supervisor if deliverable may not be met as originally outlined in the work order, and assist Center senior staff with equipment operation upon request.  
• Manage updates for Admin SharePoint pages and ensure information is maintained and current. Maintain dashboards for real‐time reporting to AC’s and unit directors. Ensure AC Collaboration site is regularly maintained and updated with current information Collaborate with Center experts to ensure the best format/layout.  
• Prepare monthly Admin Review Meeting agendas and other pertinent materials for Senior Management such as staff leave and lateness reports. Ensure reports are visible and information is clear. Enhance the meeting agenda by providing additional statistical data (i.e., month-to-month attrition rates, month-to-month liquidation changes etc.).  
• Conduct high-level research to enhance technical knowledge of database systems including storage and data collection techniques, data structures, and schema language(s) and communicate best practices to the Data Manager.  
• Serve as back-up to Data Operations Manager on all data management & IT related activities.   

Qualifications:

•  At least 2 years of experience working in human resource administration or other personnel services environments.
• Advanced skills in Microsoft Office applications including excel.
• Outstanding interpersonal and communication skills; and the ability to interact effectively with staff and management.
• Excellent writing and strong organizational skills.
• Ability to deal with high stress situations.
• Excellent problem solving skills. 
   

 Benefits:

• Compressed Work Schedule.
• Generous Paid Time Off and Holidays.
• An attractive and comprehensive benefits package including Medical, Dental and Vision.
• Flexible Spending Accounts and Commuter Benefits.
• Company Paid Life Insurance and Disability Coverage.
• 403 (b) + employer matching and discretionary company contributions.
• College Savings Plan.
• Ongoing trainings and continuous opportunities for professional growth and development.

At PHS, we place immense value on diversity within our teams, understanding that varied backgrounds and experiences significantly enhance our community and propel us toward our goals. If you find you don’t have experience in all the areas listed above, we still encourage you to apply and share your background and experiences in your application. We are eager to discover how your unique perspective can bring positive transformations to our team and help advance our mission of creating healthier, more equitable communities. We look forward to learning more about you.