Administrative & Procurements Coordinator, Bureau of Finance, Administration and Services

Administrative & Procurements Coordinator

NYC Department of Health and Mental Hygiene

The Center for Health Equity & Community Wellness (CHECW) seeks to eliminate inequities resulting in premature mortality. With an unwavering grounding in history and structural analysis, CHECW works to increase visibility of socially unjust policy while pushing towards redress for the most impacted NYC communities. CHECW addresses inequity across community and healthcare systems in partnership with community, faith-based, and health care organizations.

CHECW's work focuses on social determinants of health, including environmental and commercial determinants, and addresses both upstream and downstream factors to improve health and well‑being of New Yorkers. CHECW is comprised of the Bureau of Bronx Neighborhood Health, the Bureau of Brooklyn Neighborhood Health, the Bureau of Harlem Neighborhood Health, the Bureau of Chronic Disease Prevention, the Bureau of Health Equity Capacity Building, the Bureau of Equitable Health Systems and the Bureau of Finance, Administration and Services.

The division's Executive Deputy Commissioner also serves as the Agency's Chief Medical Officer. The Bureau of Finance, Administration and Services (BFAS) is responsible for preserving, enhancing, and supporting CHECW's financial, physical, and human resources, operating from a centralized, customer-oriented, and service-based model. As stewards of the division's resources, BFAS creates linkages between CHECW and other Divisions, and ensure that we thoughtfully, judiciously, efficiently utilize our resources for Health Equity and Community Wellness.

The Bureau's portfolio includes Human Resources, Contracts, Finance, Operations and Grants and Special Projects. The Bureau of Finance, Administration and Services (BFAS) seeks an Admin. & Procurements Coordinator to support the critical administrative work of the bureau supporting grants and special projects for the divisions and work with the Fund for Public Health of New York City (FPHNY).

• Support Bureaus with preparing DOHMH/CHECW grants applications and FPHNY Negotiated Acquisition project proposals by advising, reviewing, and editing proposal documents, amendments, and modifications, including narratives and budgets.
• Collaborate with program teams, FPHNY, and contracted community partners to draft scopes of work, create spending plans, and submit correct documentation to secure contract approvals.
• Develop and facilitate trainings to provide technical assistance to internal programs and contracted community partners on acceptable invoicing and documentation practices.
• Work with community partners to coordinate all aspects of invoice preparation, including data entry, documentation review, and reconciliation of billing information ensuring adherence to contracts.
• Partner with internal teams to track vendor account balances and monitor budget allocations across multiple health equity and outreach programs.
• Work with internal teams to ensure compliance for grant‑funded programs, including monthly collection and submission of time and effort certifications to the Grants Development and Compliance Manager.
• Routinely meet with program Grant Managers, FPHNY Negotiated Acquisition Project Managers and community partners to discuss project activities and spenddown. Notify leadership of any issues and work towards resolving those issues.
• Review community partners' invoices in collaboration with internal teams, and process vendor payments within the required timeline.
• Confer with, advise, and assist operational, technical, and professional staff in procurement processes.
• Work closely with contracted community partners in streamlining grants & FPHNY process and adjusting for any barriers.
• Monitor and review community partners invoices, maintain files in an organized manner and keep running total of contracted accounts for all community partners.
• Monitor and create reports on the performance of post‑award contractors to ensure contracts to ensure contract compliance through review of standard reporting documents; provide technical assistance as needed.
• Work collaboratively with…