Project Administrator for Landscape Architecture Program

City of New York; New York (NY); On-site; USD 81,000 - 85,000; Full time

Job summary

The City of New York's Parks Department seeks an Administrative Manager to oversee capital division design and construction projects within the Landscape Architecture Program, collaborating with multiple divisions and agencies.

Responsibilities include tracking schedules, managing reports, ensuring funding, coordinating with budget staff, and facilitating meetings; strong writing, organization, and data analysis skills are essential.

Qualifications

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

• Under general direction, with wide latitude for independent initiative and judgment, assist with the management of Capital Division design and construction projects for the Landscape Architecture Program.
• Track project schedules, including design and permit approvals, from funding inception through design, procurement, construction and close-out.
• Manage reporting and tracking documents to support project and program management.
• Monitor Unifier (the division’s project management software) for missed tasks and incomplete information. Promptly notify managers of deficiencies. Prepare Unifier reports as necessary for Program Administration Unit, teams, chiefs and borough review.
• Serve as a liaison to other internal divisions, including the Borough Commissioner’s Office, Forestry, Survey, Environmental Remediation, Fiscal Management, Consultant Procurement Unit, Competitive Sealed Bid, Quality Assurance/Compliance, Architecture/Engineering and Landscape Architecture.
• Attend internal, interdivisional and interagency meetings as directed. Take notes and follow-up with the team.
• Monitor project funding during all phases in coordination with budget staff. Utilize Agency financial software such as New York City’s Financial Management System (FMS). Ensure required action is taken if funding shortfalls are identified.
• Prepare Certificate to Proceed (CP) request packages for submittal to the NYC Office of Management and Budget (OMB), as needed.
• Track consultant services needs and initiate work order requests in close coordination with the Landscape Architecture Teams, Professional Services and Fiscal Management.
• Assist with the implementation of Agency initiatives. Ensure long-range and overall program goals are followed and implemented.
• Leverage problem solving skills to identify key issues/questions and potential solutions at the beginning and throughout the life of each project.
• Work closely with leadership to develop, manage, advance, and evaluate high-priority initiatives and program management goals/metrics.
• Assist the Chief of Landscape Architecture Program Managements and Supervisor of Project Coordination, as requested.

Skills

Program management

Project management

Procurement

Construction

Landscape architecture

Urban planning

Environmental science

Contract management

Communication

Leadership

Education

Bachelor's degree

Associate degree

High school diploma

Tools

Microsoft Word

Excel

PowerPoint

Job description

• This vacancy is only open to 1) current permanent Parks employees serving in the Administrative Manager civil service title or 2) on leave from the title or 3) permanent Parks employees in or on leave from a comparable title (e.g. Administrative Community Relations Specialist or Administrative Staff Analyst), or 4) Parks employees who are reachable on the Administrative Manager civil service list or a comparable civil service list or qualify for a comparable title. [Please indicate the exam and your list number or comparable title on your resume.]

• This vacancy is only open to 1) current permanent Parks employees serving in the Administrative Manager civil service title or 2) on leave from the title or 3) permanent Parks employees in or on leave from a comparable title (e.g. Administrative Community Relations Specialist or Administrative Staff Analyst), or 4) Parks employees who are reachable on the Administrative Manager civil service list or a comparable civil service list or qualify for a comparable title. [Please indicate the exam and your list number or comparable title on your resume.]

*ONLY OPEN TO CURRENT FULL-TIME ANNUALLY PAID PARKS EMPLOYEES*

Major Responsibilities

• Under general direction, with wide latitude for independent initiative and judgment, assist with the management of Capital Division design and construction projects for the Landscape Architecture Program.
• Track project schedules, including design and permit approvals, from funding inception through design, procurement, construction and close-out.
• Manage reporting and tracking documents to support project and program management.
• Monitor Unifier (the division’s project management software) for missed tasks and incomplete information. Promptly notify managers of deficiencies. Prepare Unifier reports as necessary for Program Administration Unit, teams, chiefs and borough review.
• Serve as a liaison to other internal divisions, including the Borough Commissioner’s Office, Forestry, Survey, Environmental Remediation, Fiscal Management, Consultant Procurement Unit, Competitive Sealed Bid, Quality Assurance/Compliance, Architecture/Engineering and Landscape Architecture.
• Attend internal, interdivisional and interagency meetings as directed. Take notes and follow-up with the team.
• Monitor project funding during all phases in coordination with budget staff. Utilize Agency financial software such as New York City’s Financial Management System (FMS). Ensure required action is taken if funding shortfalls are identified.
• Prepare Certificate to Proceed (CP) request packages for submittal to the NYC Office of Management and Budget (OMB), as needed.
• Track consultant services needs and initiate work order requests in close coordination with the Landscape Architecture Teams, Professional Services and Fiscal Management.
• Assist with the implementation of Agency initiatives. Ensure long-range and overall program goals are followed and implemented.
• Leverage problem solving skills to identify key issues/questions and potential solutions at the beginning and throughout the life of each project.
• Work closely with leadership to develop, manage, advance, and evaluate high-priority initiatives and program management goals/metrics.
• Assist the Chief of Landscape Architecture Program Managements and Supervisor of Project Coordination, as requested.

Work Location: Olmsted Center, Queens

NOTE: All resumes must be received no later than the last day of the posting period. References will be required upon request.

nyc.gov/parks

MOVEMENT IN THE FACE OF CIVIL SERVICE LISTS IS PROHIBITED UNDER CIVIL SERVICE LAW.

For information about applying for Civil Service Exams go to: Civil Service Exams - Department of Citywide Administrative Services (nyc.gov)

ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C

Minimum Qualifications

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

• Experience in program management, project management, procurement, construction or construction-related services, landscape architecture, urban planning, environmental science, or professional, technical or administrative experience in contract management. 2. Excellent organizational, interpersonal, customer service, and presentation skills. 3. Strong writing, communication, and quantitative skills. Experience in data compilation and analysis to support program management. 4. Ability to multi-task and work in a fast-paced environment. 5. High-level proficiency in Microsoft Word, Excel, and PowerPoint. 6. Valid New York State driver license.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

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

Residency in New York City, Nassau, Orange, Rockland, Suffolk, Putnam or Westchester counties required for employees with over two years of city service. New York City residency required within 90 days of hire for all other candidates.

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.

, $81,144.00 – $85,000.00