DESCRIPTION:

Position Summary: The Administrative Services and Facilities Associate plays a critical role in supporting the Office of Administrative Services’ objectives by managing, analyzing, coordinating, or developing projects. This role will support the day-to-day operations of DCAS facilities. Performs related work.
Reports to: Administrative Services and Facilities Coordinator
Direct Reports: Community Coordinator
Key Relationships: Maintains an effective liaison with appropriate offices both within the New York City Public Schools (NYCPS), such as the Division of School Facilities, Division of Space Management (DSM), Division of Human Resources (DHR), Division of Instructional and Information Technology (DIIT), Central Business Office, Division of Contracts and Purchasing (DCP) and outside City offices, such as the Office of the Mayor and the Department of Citywide Administrative Services (DCAS).

Events Management

• Makes recommendations to the programmatic team regarding special events and planning policy.
• Serves as liaison with internal NYCPS divisions and external organizations on event-related matters to ensure proper lines of communication with all departments to ensure that all details are communicated.
• Prepares or directs the preparation of correspondence, reports and presentations regarding events and building activities.
• Assists with executing projects critical to the day-to-day operations of the additional cluster sites.
• Collaborates with DIIT to ensure technology is operational in various locations.
• Liaises with Community-Based Organizations (CBOs), Mayor’s Office and other agencies to ensure pre and post event follow-up including generating friendly reminders and thank-you emails.
• Conducts weekly check-in with DCAS Police and DCAS Facilities team on upcoming events.

Operation Support

• Reviews and responds to Tweed Business Center inquiries regarding building conditions.
• Responsible for general maintenance and improvement, e.g., coordination of equipment repair, minor repairs and furniture installation and removal.
• Performs routine check-ins with DCAS Facilities to clean and facilities cleanliness
• Conducts regular inspections to ensure compliance with health and safety regulations.
• Coordinates third-party contractors services and follows up with timeline and service delivery.
• Ensures that sites maintain an appropriate amount of essential office supplies, e.g., toner, copy paper and water; place orders as needed.
• Supports mailroom operations on needed basis.