Division Administrative Officer / Special Assistant

Hours: Full-Time – 35 Hours
Work Location: 30-30 Thomson Avenue, LIC, NY 11101

The New York City Department of Design and Construction (DDC), Technology & Innovation Division, seeks to hire a Division Administrative Officer / Special Assistant to the Chief Information Officer (CIO). Under the direction of the CIO, this position will serve as the primary Personnel Liaison and Executive Administrative Assistant for the Technology & Innovation Division, providing essential administrative, personnel, and operational support.

The successful candidate will be responsible to:
- Serve as the division’s primary liaison for personnel and HR-related matters, coordinating with agency HR, OMB, and executive leadership.
- Monitor, track, and update recruitment activity within the Smart Recruiters platform, including posting status, candidate progression, and hiring timelines.
- Maintain hiring-related communications with interview panels, hiring managers, and project management teams.
- Schedule and facilitate interviews and panel sessions.
- Manage the full onboarding process for new hires, including onboarding coordination, access requests, orientation scheduling, and development and delivery of onboarding and training materials.
- Draft, track, and submit Personnel Action Requests (PARs) for CIO approval and maintain accurate vacancy and PAR tracking logs.
- Assist with agency Hiring Pools and related personnel initiatives.
- Serve as the point person for division office supplies and coordinate with Operations and Facilities units regarding IT staff placement, workstation setup, and relocations.
- Provide executive administrative support to the CIO, including phone coverage, calendar management, meeting scheduling, agenda preparation, and follow-up.
- Assist with special projects and initiatives as assigned by the CIO to support the mission and operations of the Technology & Innovation Division.

COMMUNITY COORDINATOR - 56058