Travel Desk Supervisor, Bureau of Facilities Planning and Administrative Services

Established in 1805, the New York City Department of Health and Mental Hygiene (the NYC Health Department) is the oldest and largest health department in the country. Our mission is to protect and improve the health of all New Yorkers, in service of a vision of a city in which all New Yorkers can realize their full health potential, regardless of who they are, how old they are, where they are from, or where they live.

As a world-renowned public health agency with a history of building transformative public health programming and infrastructure, innovating in science and scholarship to advance public health knowledge, and responding to urgent public health crises — from New York City’s yellow fever outbreak in 1822, to the COVID-19 pandemic — we are a hub for public health innovation, expertise, and programs, and services. We serve as the population health strategist, and policy, and planning authority for the City of New York, while also having a vast impact on national and international public policy, including programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, en
vironmental health, mental health, and racial and social justice work, among others.

Our Agency’s five strategic priorities, building off a recently-completed strategic planning process emerging from the COVID-19 emergency, are:
1) To re-envision how the Health Department prepares for and responds to health emergencies, with a focus on building a “response-ready” organization, with faster decision-making, transparent public communications, and stronger surveillance and bridges to healthcare systems 2) Address and prevent chronic and diet-related disease, including addressing rising rates of childhood obesity and the impact of diabetes, and transforming our food systems to improve nutrition and enhance access to healthy foods
3) Address the second pandemic of mental illness including: reducing overdose deaths, strengthening our youth mental health systems, and supporting people with serious mental illness
4) Reduce black maternal mortality and make New York a model city for women’s health
5) Mobilize against and combat the health impacts of climate change

Our 7,000-plus team members bring extraordinary diversity to the work of public health. True to our value of equity as a foundational element of all of our work, and a critical foundation to achieving population health impact in New York City, the NYC Health Department has been a leader in recognizing and dismantling racism’s impacts on the health of New Yorkers and beyond. In 2021, the NYC Board of Health declared racism as a public health crisis. With commitment to advance anti-racist public health practices that dismantle systems that perpetuate inequitable power, opportunity and access, the NYC Health Department continues to work in and with communities and community organizations to increase their access to health services and decrease avoidable health outcomes.

PROGRAM AND JOB DESCRIPTION:

The Division of Administration Bureau of Facilities Planning and Administrative Services has an opening for a highly motivated, organized, and competent Travel Desk Supervisor to work in the Office of Division Management and Systems Coordination. The position will report to the Executive Administrative Director. The Bureau of Facilities Planning and Administrative Services provides a myriad of key critical services and serve as a pillar of support to the Agency. The Travel Desk Office reviews for compliance, processes, and approves all Out-of-Town and overnight travel requests for DOHMH employees whose programs support and provide a wide range of community development and that are travelling on official business (domestic and international) on behalf of the Agency. The Travel desk coordinates travel plans, including training offerings, for programs providing these important services. OPEN TO PERMANENT STAFF ANALYST OR COMMUNITY COORDINATOR.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

Receive, review, and approve the Agency’s out of -town travel requests for all travelers via electronic Travel Application related to community service work events.

Liaise, educate and inform travel liaisons and travelers regarding programmatic community services delivery in preparation of planning documents required for funding.

Perform difficult work in the preparation of planning documents required for funding.

Prepare evaluation reports, performs analyses and reviews program plans, funding and performance.

Ensure travelers are fully compliant with the Comptroller’s Directive 6, Office of the Mayor Out of Town Travel, Policy, and DOHMH internal Policies.

Conduct travel request review of all pre-audit and legislative-type requests of online travel requests, estimated expenses, justifications, and other supporting documentation.

Communicate with travelers the policy guidelines for pre-audit approval travel requests.

Facilitate travel arrangements for all sponsored and non-sponsored trips e.g. hotel/lodging/registrations.

Make recommendations on policies and procedures. • Submit relevant documentation to City Hall Travel Desk for pre-audit and legislative approvals.

Communicate and review with the City Hall’s Travel Desk on all pre-audit and legislative activities for Deputy Mayor’s approval.

Prepare reports, troubleshoot and resolve travel issues with travel liaisons and City hall regarding agency’s travel issues.

Act as Travel Liaison between Internal Accounting and Travel Agency (Advantage) to arrange travel reservations for airfares and trains with travel agents.

Analyze, Prepare and submit end of the month review of corporate credit card statements to Internal Accounting for accuracy and authorization for payment.

Be responsible for all credit cards assigned to the Travel Desk including overall reporting, resolving issues with the Credit Institution, communication to all involved, initiating cards, communicating travel discrepancies of charges and inaccurate itineraries with travel agent, and credit card company (Citibank).

May act directly as the long-term manager of a specific community development program.
Minimum Qual Requirements
 
1. A baccalaureate degree from an accredited college and six 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
2. 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
3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
4. 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 6 months of the experience described in “1” above.
SPECIAL NOTES:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in “1” above.
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 Skills
 
Strong customer service orientation and attention to detail.

Strong organizational skills, computer (excel, word, Adobe Pro) and writing skills,

Strong quantitative and qualitative analytical skills and ability to manage a wide range of projects simultaneously.

Fiscal and budget understanding.

Ability to multi-task, flexibility to respond to multiple and often urgent directives.
Additional Information
 
Additional Information
**IMPORTANT NOTES TO ALL CANDIDATES:

Please note: If you are called for an interview you will be required to bring to your interview copies of original documentation, such as:
A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Driver’s license.

Proof of Education according to the education requirements of the civil service title.

Current Resume

Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e. Telephone, Cable, Mobile Phone)

Additional documentation may be required to evaluate your qualification as outlined in this posting’s “Minimum Qualification Requirements” section. Examples of additional documentation may be, but not limited to: college transcript, experience verification or professional trade licenses.

If after your interview you are the selected candidate you will be contacted to schedule an on-boarding appointment. By the time of this appointment you will be asked to produce the originals of the above documents along with your original Social Security card.

**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 StudentAid.gov/PSLF.

“FINAL APPOINTMENTS ARE SUBJECT TO OFFICE OF MANAGEMENT & BUDGET APPROVAL”
To Apply
 
Apply online with a cover letter to https://a127-jobs.nyc.gov/. In the Job ID search bar, enter: job ID number # 586097.

We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.

The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.

All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.

NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your resume that you would like to be considered for the position under the 55-a Program.
Residency Requirement
 
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.