Project Administrator for Landscape Architecture Program

DEPT OF PARKS & RECREATION; New York (NY); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

55a Program open

Public Service Loan Forgiveness

Job summary

DEPT OF PARKS & RECREATION in New York City seeks an Administrative Manager to oversee capital projects within the Landscape Architecture Program. The role requires coordinating design and construction efforts, tracking schedules, and ensuring proper reporting and budgeting across divisions.

Responsibilities include liaising with multiple internal units, preparing CP submissions, and guiding leadership on strategic initiatives while ensuring compliance with city processes and timelines.

Qualifications

• Bachelor's degree plus 4 years of progressive administrative/managerial experience with supervisory duties.
• Associate degree/60 credits plus 5 years of progressive experience with supervisory duties.
• High school diploma plus 6 years of progressive experience with supervisory duties.
• Education/experience equivalent to the above with 18 months supervisory experience.

Responsibilities

• Assist with the management of Capital Division design and construction projects for the Landscape Architecture Program.
• Track project schedules from funding inception through design, procurement, construction and close-out.
• Manage reporting and tracking documents to support program management.
• Monitor Unifier for missed tasks and notify managers of deficiencies; prepare Unifier reports for stakeholders.
• Serve as liaison to internal divisions and external offices; attend meetings and take follow-ups.
• Monitor project funding with budget staff; use FMS for financial data; secure required actions for funding shortfalls.
• Prepare Certificate to Proceed (CP) packages for submittal to NYC OMB as needed.
• Track consultant services needs and initiate work orders with Landscape Architecture Teams.
• Assist implementation of Agency initiatives; ensure long-range program goals are followed.
• Leverage problem solving to identify issues and solutions throughout the project life cycle.
• Work with leadership to develop and evaluate high-priority initiatives and program metrics.
• Support Chief of Landscape Architecture Program Management and Supervisor of Project Coordination as requested.

Skills

Program management

Project management

Contract management

Procurement

Construction

Landscape architecture

Urban planning

Environmental science

Multitasking

Microsoft Word

Microsoft Excel

PowerPoint

Driver license

Education

Bachelor's degree + 4 years experience

Associate degree or 60 credits + 5 years experience

High school diploma + 6 years experience

Education/experience equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

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

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

Fees: Hired candidates will be subject to a processing fee between $40.00 to $101.00 based on the salary range of title. Hired candidates who are not currently employed by the City will be subject to a $104.50 background check fee.

nyc.gov/parks

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

Minimum Qualifications

1. 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 2. 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 3. 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 4. 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 3 1/2 years.

Preferred Skills

• 1. 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.