Operations & Procurement Specialist, DEIB - 25234

Position Summary: The Office of Diversity, Equity, Inclusion and Belonging (DEIB) includes a diverse portfolio of offices, including Office of Organizational Development, Talent and Culture, Office of Supplier Diversity, Office of Equal Opportunity, Office of Business Development, Strategic Partnerships for Advancing Collective Equity. These teams work together to assist the Chancellor in achieving the vision of Equity and Excellence for All.

The Operations and Procurement Specialist will assist the Director of Operations in the management of the division’s budgets and procurement, implementation of operational systems, and processes that support initiatives for the division. The Specialist will provide support for all fiscal matters and procurement. This includes developing strategies to optimize resources and improve efficiency, as well as tracking, monitoring, and reporting on budget allocation and spending and office management for the division. Performs related work.

Reports to: Director of Operations, DEIB

Direct Reports: N/A

Key Relationships: Operational points for Organizational Development Talent and Culture, Office of Business Development, Office of Supplier Diversity, Strategic Partnership for Advancing Collective Equity, Office of Equal Opportunity. Specialist works closely with Division of Financial Operations (DFO), the Division of Contracts and Purchasing (DCP). Other key relationships will include other divisions within the central, offices, professional services consultants, and vendors.

Responsibilities

• Support DEIB programming and special events by working collaboratively with program teams to provide purchasing and logistical support from program development through implementation. This work includes:
• ensuring that resources align with the overall project goals and strategic objectives and goals of the New York City Public Schools (NYCPS).
• identifying opportunities to improve efficiencies within the organization and support their implementation.
• coordinating the alignment of project goals with budget planning and allocations.
• providing operations support for ongoing programs, e.g., vendor fairs, M/WBE conferences, employee resource groups activities, etc., including organizing logistics, communications and materials, and follow-up items for events and programs where appropriate.
• maintaining equipment inventory and multiple data trackers for all procurement, including database and data analysis tools, to support monthly, quarterly, and annual expense evaluation.
• Work collaboratively with DEIB Program Teams to ensure efficient day-to-day functioning of all offices, from supplies fulfillment, office equipment maintenance, conference room bookings, deployment of resources, report building issues (ex. office damages, environment, etc.), processing visitor requests, and effective operational support of programming for DEIB team meetings, retreats and trainings.
• Establish and/or maintain strong relationships with internal/external partners. This work includes:
• managing procurement processes, managing contracts, grant budgets and expenditures for DEIB including serving as a liaison between program offices and DCP for related services.
• corresponding with vendors regarding payment status and registration; and
• performing professional and administrative work in the preparation and administration of modifications of tax levy budgets; and
• performing general office support activities.
• Support hiring, staffing and budget needs including supporting recruitment efforts, and ensuring smooth onboarding of new team members with necessary materials.
• Work with Operation Leads to ensure maximum financial integrity, productivity, and alignment with Department initiatives.
• Adhere to the highest level of accountability and standards.
• Partner with Operation Leads during the annual budgeting and planning process.
  
  

Qualification Requirements

Minimum

• A baccalaureate degree from an accredited college and six (6) months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
• An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in "1" above; or
• A four-year high school diploma or its educational equivalent and two and one-half (2.5) years of satisfactory full-time professional experience as described in "1" above; or
• A combination of education and/or experience equivalent to "1", "2" or "3" above. College education may be substituted for professional experience under "2" or "3" above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four-year high school diploma or its educational equivalent and six months of experience as described in "1" above.
  
  

Note

To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

Preferred

• Strong spoken and written communication skills, and the ability to present information and figures in a clear, concise and logical manner.
• Ability to communicate effectively and confidently with internal and external audiences.
• Excellent interpersonal skills, including the ability to cultivate relationships and work effectively with diverse groups, including education and non-education personnel, internal and external to the NYCPS.
• Ability to work under pressure and navigate an environment that is extremely fast-paced with tight and changing deadlines.
• Strong project management, organizational and creative problem-solving skills.
• Ability to strategically manage multiple projects at once and learn new systems; flexibility and comfort in adjusting to changing priorities.
• Attentive to detail and extremely well-organized.
• Ability to work with large and diverse groups of program stakeholders.
• Ability to work effectively independently, and as part of a team.
• Experience in project management, with a focus on grant management, budget, personnel and staffing.
• Familiarity with NYCPS systems such as: FAMIS, TRAC, EIS, Cognos, LCGMS, Polaris, etc.
• Familiarity with NYCPS standard operating procedures and regulations for human resources and contracts and purchasing, and the ability to interpret and apply policies effectively.
• Experience managing or monitoring program budgets.
• Sound judgment regarding the implications of operational decisions.
• Experience in conference/event planning and production or coordinating large-scale training.
• Experience with or knowledge of grants administration and working with nonprofit entities, community-based organizations and/or city agencies.
• Experience in or working knowledge of the public sector and/or demonstrated interest in public education.
• Proficient skills with the internet and Microsoft Office 365 applications.
  
  

Salary : $80,000 - $94,000

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

Please include a resume and cover letter with your application.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

• New York City Residency is NOT Required *
  
  

We encourage all applicants from the New York City tri-state area to apply.

AN EQUAL OPPORTUNITY EMPLOYER

DOE Non- Discrimination Policy

The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

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/.