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Job Description

OPEN TO PERMANENT ADMINISTRATIVE CONTRACT SPECIALIST AND THOSE WHO ARE REACHABLE ON THE CIVIL SERVICE LIST # 5001.

The Center for Population Health Data Science (CPHDS)- launched in October of 2023- aims to catalyze critical data modernization work and enable the agency to make progress toward linking public health, healthcare, and social service for timely and effective public action. We are working towards making these data more accessible, timely, equitable, meaningfully usable, and protected and actively used to protect and promote the health and wellbeing of New Yorkers. We aim to strengthen agency wide data capabilities by empowering our workforce, enhancing intra- and inter-agency data sharing, and using modern technology to yield trusted and integrated data and insights. A real-time and comprehensive view of city needs is needed to enhance public health actions and improve health outcomes for the most vulnerable New Yorkers.

The Bureau of Administration supports the operational and administrative needs of the Center for Population Health Data Science (CPHDS). It manages key functions, including human resources, procurement of goods and services, fiscal management, facilities and operations, mandatory training, professional development, and reporting. The Bureau oversees recruitment, onboarding, and staff development, ensures the acquisition of necessary resources, manages budgets and financial reporting, coordinates mandatory training and professional growth opportunities, and provides accurate reporting to support compliance and decision-making. These essential services enable the Center to achieve its mission efficiently and equitably.

Position Summary: The Bureau of Division Administration has an opening for a Contract Manager position. The Contract Manager will report directly to the Senior Director of Grants and Procurement Administration providing administrative support for all division's purchasing and contracts.

Duties and Responsibilities AMENDED

Duties will include but are not limited to:

- Lead and execute complex end-to-end procurements for goods, services, software, and data including micro-purchases, small purchases, competitive sealed bids, RFPs, negotiated acquisitions, sole source procurements, and formal contracts exceeding $100K. This includes developing procurement strategies, conducting market analysis, and ensuring full compliance with PPB rules and DOHMH policy.

- Develop, draft, and independently manage solicitation documents such as RFPs, RFQs, scopes of work, evaluation criteria, MOUs, renewals, budget modifications, contract amendments, and extensions. Ensure all documents reflect accurate technical requirements and align with CPHD's operational and strategic needs.

- Serve as the division's primary procurement and contracting authority, advising leadership, program teams, and technical staff on procurement pathways, contracting structures, risk considerations, and compliance requirements.

- Oversee full contract lifecycle management including initiation, submission, routing, tracking, follow-up, fiscal monitoring, renewals, and closure. Ensure all contracting actions are timely, compliant, and properly documented.

- Oversee and monitor all contract budgets, ensuring alignment with fiscal plans, identifying risks early, preparing projections, and partnering with Budget and Finance to maintain fiscal integrity.

- Enter, process, and manage all actions in PASSPort, including responsibility determinations, oversight submissions, renewals, amendments, and vendor documentation, ensuring accuracy and compliance with all agency and City requirements.

- Conduct rigorous oversight of vendor performance, ensuring deliverables meet contractual expectations, reviewing invoices, and coordinating corrective actions when necessary. Maintain complete, audit-ready records for all contracts.

- Coordinate closely with ACCO, General Counsel, Finance, Information Technology, and other DOHMH bureaus to resolve procurement issues, expedite contract approvals, and ensure smooth processing of all contract actions.

- Provide expert guidance to program staff on drafting scopes of work, building contract budgets, defining deliverables, and preparing procurement documentation that meets agency and citywide standards.

- Develop and maintain procurement tracking tools and dashboards that offer transparent, real-time visibility to senior leadership and support continuous workflow improvements.

- Ensure full compliance with City and agency procurement rules, local/state/federal regulations, internal controls, audit requirements, and documentation standards.

- Identify and implement process improvements to streamline procurement workflows, strengthen internal controls, reduce processing delays, and increase the administrative efficiency of the division.

Preferred Skills

- Experience using Agency's ConTrak System and PASSPort is strongly preferred.

- Direct experience with the NYC contracting and procurement process, including PPB rules.

- Demonstrated knowledge of City procurement requirements, contract development, and vendor responsibility procedures.

- Ability to prepare clear, accurate scopes of work, procurement documents, and contract budgets.

- Strong analytical skills with the ability to interpret fiscal data and contracting workflows.

- Excellent organizational skills and ability to manage multiple complex tasks with competing deadlines.

- Ability to identify process inefficiencies and recommend operational improvements.

- Excellent verbal and written communication skills.

- Strong interpersonal skills with the ability to work effectively with individuals from a variety of agencies, organizations, and backgrounds.

- Ability to collaborate with staff at all levels, including program leads, senior leadership, and external partners.

Why you should work for us:

- Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website (https://studentaid.gov/pslf/)

- Benefits: City employees are entitled to unmatched benefits such as:

o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.

o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.

o a public sector defined benefit pension plan with steady monthly payments in retirement.

o a tax-deferred savings program and

o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

- Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.

- Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [email protected] or 347-396-6549.

ADMINISTRATIVE CONTRACT SPECIA - 1009A

Qualifications

1. A baccalaureate degree from an accredited college and four years of full-time, satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, business or public administration, contract community relations, or related fields; at least eighteen months must have been in an administrative, managerial or executive capacity, or supervising professional personnel performing work in program evaluation, contract negotiation/management, business or public administration; or

2. A four year high school diploma, or its equivalent, and six years of full-time, professional, technical or administrative work experience in one or more of the fields cited above; at least eighteen months must have been in an administrative, managerial or executive capacity, or supervising professional personnel as described in "1" above; or

3. A satisfactory equivalent of education and experience as cited above. However, all candidates must have the eighteen months of administrative, managerial or executive experience or experience supervising professional personnel as described in "1" above.

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.

Salary Min: $ 66,067.00

Salary Max: $110,000.00