Health Program Administrator/Trainee (NY HELPS) - 24623

New York State Department of Health; City of Albany (NY); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Holiday & Paid Time Off

Public Service Loan Forgiveness (PSLF)

Pension from NYS Employees’ Retirement

Shift & Geographic pay differentials

Affordable Health Care options

Family dental and vision benefits

NYS Deferred Compensation plan

529/ABLE College Savings Programs

U.S. Savings Bonds

Job summary

The New York State Department of Health seeks a Health Program Administrator to support grant management and procurement activities within the Division of Family Health. You will assist with RFP/RFA processes, draft solicitation documents, and ensure compliance with procurement policies and regulations.

The role involves coordinating with procurement staff, monitoring contract activity, and providing technical guidance to program staff.

Qualifications

• Familiar with procurement policies, procedures, regulations and laws.
• Strong procurement, statewide financial system, administrative and contract management experience including preparing, reviewing and approving contract documents, work plans, budgets, modifications.
• Experience developing and maintaining information and tracking systems.
• Excellent organizational, interpersonal and written communication skills.
• Proficiency in Microsoft Office applications including Excel, Word, PowerPoint, Teams, Outlook, and SharePoint as well as AdobePro and WebEx.

Responsibilities

• Assist with grant management unit activities and procurement document preparation, review and revision.
• Assist procurement coordinators with daily activities related to RFPs, RFAs, CRERs, SOIs and other grant procurements.
• Draft and review solicitation documents and related letters/memos for signatures.
• Ensure documents clearly detail goods/services and comply with procurement policies and laws.
• Provide technical assistance on procurement requirements for RFPs/RFAs and checklist items.
• Monitor and update tracking systems; prepare written and statistical reports on contract activity.
• Respond to status requests from division and program staff.
• Supervise lower-level clerical staff as needed.

Skills

Procurement policies

Contract management

Tracking systems

Interpersonal skills

Written communication

MS Office suite

SharePoint

Adobe Pro

WebEx

Education

Associate degree substitutes 2 years experience

Bachelor’s degree substitutes 4 years experience

Master’s degree substitutes 5 years experience

Doctorate substitutes 6 years experience

Tools

Excel

Word

PowerPoint

Teams

Outlook

SharePoint

Adobe Acrobat Pro

WebEx

Job description

Duties Description

The Health Program Administrator (HPA) will assist with grant management unit activities, providing technical assistance in the preparation, review and revision of procurement related documents. This individual will assist procurement coordinators with daily activities related to Request for Proposals (RFPs), Request for Applications (RFAs), Contract Reporter Exemption Requests (CRERs), Solicitation of Interests (SOIs) and other grant related procurements related to the Division of Family Health, which includes contract monitoring from initial identification of program need through contract execution; Draft and review solicitation documents, includes but not limited to letters and memos for Bureau level staff signature and draft contract reporter advertisements; Assist with documents needed for RFPs, RFAs, including B1184s, EDCs and evaluation documents etc., to ensure the documents clearly and accurately detail the goods or services required and comply with procurement policies, procedures, regulations and laws. Provides technical assistance to program staff on procurement requirements for RFPs/RFAs and interpreting and fulfilling checklist items as required; Monitors, reviews and updates tracking systems and prepares written and statistical reports of contract activity, progress and needs; Respond to status requests from various division, bureau, agency and program staff. The HPA may supervise lower-level clerical and support staff.

Description

The Health Program Administrator (HPA) will assist with grant management unit activities, providing technical assistance in the preparation, review and revision of procurement related documents. This individual will assist procurement coordinators with daily activities related to Request for Proposals (RFPs), Request for Applications (RFAs), Contract Reporter Exemption Requests (CRERs), Solicitation of Interests (SOIs) and other grant related procurements related to the Division of Family Health, which includes contract monitoring from initial identification of program need through contract execution; Draft and review solicitation documents, includes but not limited to letters and memos for Bureau level staff signature and draft contract reporter advertisements; Assist with documents needed for RFPs, RFAs, including B1184s, EDCs and evaluation documents etc., to ensure the documents clearly and accurately detail the goods or services required and comply with procurement policies, procedures, regulations and laws. Provides technical assistance to program staff on procurement requirements for RFPs/RFAs and interpreting and fulfilling checklist items as required; Monitors, reviews and updates tracking systems and prepares written and statistical reports of contract activity, progress and needs; Respond to status requests from various division, bureau, agency and program staff. The HPA may supervise lower-level clerical and support staff.

Ny Helps

Minimum Qualifications

HPA Trainee 1: Four years of experience in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

HPA Trainee 2: Five years of experience in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

HPA (Grade 18): Six years of experience in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

Substitutions for all levels: An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

Transfer Candidates: Current NYS Department of Health (DOH) employee with permanent or contingent permanent status as a Health Program Administrator (G-18); OR current New York State employee with one year or more of permanent or contingent permanent, competitive service in a title eligible to transfer.

Preferred Qualifications

Familiar with procurement policies, procedures, regulations and laws. Strong procurement, statewide financial system, administrative and contract management experience including preparing, reviewing and approving contract documents, work plans, budgets, modifications. Experience developing and maintaining information and tracking systems. Excellent organizational, interpersonal and written communication skills with ability to multi-task. Proficiency in Microsoft Office applications including Excel, Word, PowerPoint, Teams, Outlook, and SharePoint as well as AdobePro and WebEx.

Additional Comments

Full-time, permanent position. Transfer candidates may be asked for the last four digits of their social security number to verify eligibility.

Position may be filled at a trainee level (equated to Grades 14/16), or Grade 18, depending on qualifications of the candidate.

When reviewing qualifications, omissions and vagueness cannot be interpreted in the candidate’s favor. Candidates are responsible for providing accurate and clear descriptions of their experience demonstrating how they meet the minimum qualifications.

This position is part of the NYS HELPS program. No examination is required.

This position may require travel throughout New York State including overnights to areas not served by public transportation.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Shift & Geographic pay differentials
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• And many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone [phone] or email [e-mail] to make a request.

The NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate of the position (beginning of the salary range). Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations, and negotiated union contracts.