Office Aide, Bureau of Immunization

NYC Department of Health and Mental Hygiene; New York (NY); Hybrid; USD 38,000 - 46,000; Full time

Benefits offered by this job

Loan forgiveness

Health benefits

Public pension

Tax-deferred savings

Wellness program

Work-from-home days

Job security

Job summary

New York City Department of Health and Mental Hygiene seeks a College Aide to support the Administration Unit with daily office management, mail handling, and procurement tracking. The role offers exposure to city operations and a hands-on learning environment in a public health context.

Responsibilities include meeting coordination, note-taking, vendor communications, and assisting with reimbursements while developing strong organizational and communication skills in a city agency setting.

Qualifications

• Must be a current college or graduate student.
• Enrollment in an IT-related field for Assignment Level II/III.
• Special NOTE: maximum tenure guidelines apply (6 years).
• Strong organizational and communication skills are required.

Responsibilities

• Collect, sort and distribute mail and packages.
• Assist meeting planning and note-taking; send emails with summaries.
• Order office supplies and manage inventory.
• Report equipment issues via IT/Facilities tickets.
• Order UPS mailing labels and mail materials to stakeholders.
• Assist with OMNY card reimbursements requests.
• Assist in calling vendors to obtain invoices.
• Maintain spending spreadsheets as needed.

Skills

Independent work

MS Office proficiency

Organization

Communication

Education

College student status

Tools

Microsoft Word

PowerPoint

Access

Outlook

Excel

Job description

Minimum Qualifications

For Assignment Level I:

The mission of the Bureau of Immunization (BOI) is to prevent the occurrence and transmission of vaccine-preventable diseases (VPDs) through comprehensive immunization programs. BOI promotes immunization across the lifespan from infancy through adulthood, works to eliminate disparities in vaccination coverage through data evaluation and support of equitable vaccination services, and actively responds to VPD outbreaks to mitigate their spread and impact on communities. The BOI Administration Unit is responsible for the day-to-day operations and administrative management of the Bureau. The Unit oversees personnel management of all human resources-related staff actions, assuring appropriate selection of job titles and job specifications as well as ensuring adherence to civil service rules, EEO and labor laws. The Administration Unit also oversees staff training to promote staff professional development in areas such as administration, management and leadership, and advancing subject matter expertise. The Administration Unit manages the Bureau’s budget, developing budgets, monitoring expenditures, and overseeing procurement of goods and services. The Unit must interact with the Agency’s Bureau of Finance, Grant Administration to ensure funding guidelines are adhered to in budget planning and spending. The Unit is also responsible for office management as it pertains to space assessments, ordering supplies for all staff, assuring security and safety of the office, and handling all operational activities on a day-to-day basis.

Reporting to the Program Management Officer of the Bureau, the Office Aide (College Aide) will assist with office management activities as well as maintaining certain procurement tracking reports.

Duties Will Include But Not Be Limited To

• Work with Mailroom staff to collect, sort and distribute mail and packages
• Support meeting planning and coordination with the Administration group and contribute to note taking and sending emails on meeting summary.
• Order office supplies and maintain inventory.
• Oversee office-related issues and report equipment malfunctions via IT/Facility tickets as needed
• Order UPS mailing labels, and mail materials to various stakeholders as needed by supervisor
• Assist with submitting requests for OMNY card reimbursements
• Assist in calling vendors to obtain invoices
• Assist with maintaining some spending spreadsheets as needed

Preferred Skills

• Ability to work independently
• Proficiency in Microsoft Word, PowerPoint, Access, Outlook, and Excel
• Good organizational and communication skills

Why You Should Work For Us

• Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website (https://studentaid.gov/pslf/)
• Benefits: City employees are entitled to unmatched benefits such as:
• a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• a public sector defined benefit pension plan with steady monthly payments in retirement.
• a tax-deferred savings program and
• a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

Commitment To Equity

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [e-mail] or 347-396-6549.

COLLEGE AIDE (ALL CITY DEPTS) - 10209

Minimum Qualifications

For Assignment Level I:

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.

For Assignment Level II (Information Technology)

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.

For Assignment Level III (Information Technology Fellow)

Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.

SPECIAL NOTE

Maximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.