Administrative Assistant Director

New York City Fire Department; New York (NY); On-site; USD 95,000 - 125,000; Full time

Job summary

The New York City Fire Department seeks an Administrative Assistant Director for the Bureau of Health Services. The role supports daily bureau operations with emphasis on staff administration, procurement, compliance, candidate processing, and IT systems.

The position reports to the Administrative Director and collaborates with BHS Nursing Directors, Claims Directors, IT, HR, and other FDNY stakeholders. Minimum qualifications include a bachelor’s degree with two years of clerical/administrative

Qualifications

• Requires administrative leadership experience within a health or operations environment.
• Experience with procurement processes, bids, and awarding contracts.
• Familiarity with compliance requirements and IT-related systems in an occupational health setting.
• Candidate management: recruitment, onboarding, and staff evaluations.

Responsibilities

• Oversee bureau procurement for the entire bureau, including WTC Program purchases and bid reviews.
• Coordinate candidate investigations, medical examinations, evaluations, and dispositions in a timely manner.
• Support recruitment, hiring, onboarding, training, supervision, and annual staff evaluations.
• Liaise with BHS Nursing Directors, Claims Directors, IT group, HR and other stakeholders to align processes.

Skills

Administrative leadership

Procurement

Compliance

IT systems knowledge

Staff administration

Education

Baccalaureate degree

Associate degree or 60 credits

High school diploma or equivalent

Education/experience equivalent

Job description

The Fire Department of the City of New York seeks an Administrative Assistant Director for the Bureau of Health Services (BHS). Reporting directly to the Administrative Director, the Administrative Assistant Director supports the oversight of daily bureau operations, with a focus on staff administration, procurement, compliance, candidate processing, and technology systems. The Administrative Assistant Director works closely with BHS Nursing Directors, Claims Directors, the BHS-BET Information Technology (IT) group, Human Resources, and other Department stakeholders. The candidate will be solely responsible for procurement for the entire bureau, including preparing required procurement documentation for World Trade Center (WTC) Program purchases, reviewing bids, selecting the lowest bidder, and preparing award recommendations. The candidate will monitor the delivery of goods and services, resolve related issues, prepare periodic procurement status reports for WTC Program Directors, and serve as the primary liaison between the WTC Program, Fiscal, other FDNY units, and designated vendors. The Administrative Assistant Director will help coordinate daily BHS operations and work with the Candidate Investigation Division (CID) to ensure that candidate medical examinations, evaluations, and dispositions are completed accurately, in compliance with applicable requirements, and within established timelines. The candidate will also support recruitment, hiring, onboarding, training, supervision, performance management, and annual staff evaluations. The Administrative Assistant Director will coordinate with other bureaus to align candidate qualification requirements, hiring timelines, medical examinations, and related processes.

MINIMUM QUALIFICATIONS

1. A baccalaureate degree from an accredited college and two 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 three 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 four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in \"1\" above; or

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 3 year.

PREFERRED SKILLS

The successful candidate will combine strong administrative leadership with a working knowledge of procurement, compliance and IT as it applies to an occupational health operation.