Special Projects Coordinator
NYC Department of Education - New York, NY

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Special Projects Coordinator

Tracking Code 9968 Job Description Please Note: Position only open to internal NYC Department of Education employees.

Position Summary: Under the direction of the Director of Operations and Director of Strategy and Policy, with wide latitude for the exercise of independent judgment, the Special Projects Coordinator will support all aspects of new initiatives and special projects within the Office of Early Childhood Education (OECE) aimed at delivering the highest quality early childhood programs and services. S/he will support the operations and strategy and policy teams in advancing OECE’s priorities. S/he will help shape citywide early childhood education policies through active participation in OECE’s leadership team. Performs related work.

Reports to: Director of Operations and Director of Strategy and Policy, OECE

Direct Reports: N/A

Key Relationships: Director of Instruction and Performance, Director of Family Engagement, and other OECE central and field office staff, central staff in the Division of Contracts and Purchasing (DCP), other central Department of Education (DOE) offices, Community Based Organizations (CBOs), other city agencies, and external partners.

RESPONSIBILITIES

Qualification Requirements:

Special Projects
  • Oversees and coordinates high-priority projects on an as-needed basis.
  • Serves as a point of contact for the Director of Operations and Director of Strategy and Policy.
  • Creates content for websites and other communications vehicles including but not limited to newsletters and webcasts as needed.
  • Creates and/or reviews PowerPoint decks for use by the Executive Director, Director of Operations, Director of Strategy and Policy, and Director of Instruction and Performance.
  • Conducts data analysis and generation of reports for use by the Executive Director, Director of Operations, and Director of Strategy and Policy.
  • Assists with the content and logistics for professional development sessions and community partner meetings.
  • Analyzes data from varied sources and prepares written reports.
  • Reviews and responds to reports and inquiries submitted by field offices, partner agencies, and/or CBOs.
  • Coordinates operations and instructional training for field staff and teachers.
  • Coordinates archiving processing for OECE.
  • Maintains close cooperation and communication with the field office personnel.
  • Provides data entry and technical/clerical support related to OECE.
  • Maintains OECE general line phone calls and the OECE general mailbox.
  • Collaborates with other DOE offices and outside partners to advance OECE priorities.
  • Prepares correspondence.
  • Troubleshoots process, contracting and/or vendor-related issues.
  • Manages emergency preparedness work for OECE team.

Universal Prekindergarten
  • Supports kindergarten transition work; project managing; Kindergarten “Where Are they Now?” reports and the Student Record Transfer process, including liaising among directors, members of the leadership team, and other DOE teams as needed.
  • Manages cycle for ensuring all pre-k programs are high quality by developing project plans for evaluation tools used to gather data on the quality of early childhood learning environments (ECERS-R) and teacher -student interactions (CLASS); leads progress check-ins with vendors conducting assessments, drafts all related internal and external messaging, and troubleshoots as needed.
  • Develops project plan for annual Request For Proposal (RFP) cycle; supports revision of RFP documents and related forms, ensures documents are on track for timely release, and coordinates related training and information sessions.
  • Coordinates activities relating to the bidding process, application/RFP review, and negotiation and administration of Universal PreKindergarten (UPK) Community Based Organization (CBO) contracts citywide and other relevant procurement processes.
  • Manages and launches a new project tracking UPK teacher education levels, licensure and study plans as part of the OECE Quality Assurance System.

Budget
  • Executes large-scale purchases including exceptions to bidding process and RFPs for purchase of external services.
  • Supports initiative leads through quarterly budget check-ins; recommends modifications to effectively and efficiently utilize available funding.
  • Completes budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems.
  • Coordinates all field office based pre-kindergarten, tax-levy and reimbursable budgets and expenditures. This includes:
    • proper execution of financial and related administrative support functions;
    • analyzing and evaluating budget requirements;
    • formulating and processing budget submissions;
    • managing fiscal year opening and closing processes;
    • supervising purchasing and contracting processes on behalf of central and borough offices;
    • monitoring encumbrances and reporting of receipts of delivery;
    • approving purchase orders to ensure that they're within procurement guidelines and budget projections, and coordinating with the offices to liquidate unnecessary open encumbrances; and troubleshooting vendor payment problems.
  • Maintains files with supporting documentation for expenditures.
  • Assists borough offices with audits and reviews conducted by internal or external oversight agencies.
  • Coordinates the purchasing of supplies and equipment for the OECE in accordance with the DOE’s Standard Operating Procedures (SOP).
  • Maintains files with supporting documentation for expenditures.
  • Maintains OECE budget checkbook.
  • Serves as point person for central staff for TRAC.

Minimum

  • Graduation from an accredited college with a baccalaureate degree and three (3) years of full-time, paid experience in education administration in one or more of the following areas: special education, career and occupational education, curriculum development, evaluation and testing, educational planning and educational statistics, one (1) year of which must have been in a supervisory/consultative capacity; or
  • High school graduation or evidence of having passed an examination for a high school equivalency diploma plus seven (7) years of full-time, paid experience in education administration or in one (1) or more of the areas listed in "1" above, one (1) year of which must have been in a supervisory/consultative capacity; or
  • A combination of education and/or experience which is equivalent to the requirements in "1” and "2” above. However, all candidates must have a minimum of two (2) years of appropriate, relevant experience in one (1) or more of the areas listed in "1" above. Teaching experience will be accepted towards meeting the requirement for experience in one (1) or more of the areas listed in "1"above. However, all candidates must have the required one (1) year of experience in a supervisory/consultative capacity.


  • Plus
    • Excellent interpersonal and communications skills required to work cooperatively with staff.
    • Project management skills related to planning, implementing, monitoring and assessment.
    • Superior ability to make written and oral presentations clearly and consistently.
    • Attentive to detail, extremely well organized, able to work under pressure, and meet frequent and changing deadlines.
    • Strong computer skills; advanced proficiency with Microsoft Office.

    Preferred
    • Skilled in group problem solving and in working on complex concepts in a dynamic setting.
    • Ability to organize facts and present information and figures in a clear, concise and logical manner, both orally and in writing.
    • Excellent interpersonal skills in dealing with education and non-education personnel, internal and external to the DOE.
    • Knowledge of best practices in early childhood curriculum, instruction, and assessment.
    • Ability to work with a high degree of accuracy.
    • Focused on outcomes – a self-starter and creative problem solver who looks for solutions.
    • Capable and detail-oriented multi-tasker who can prioritize and remain professional in demanding situations.
    • Prior knowledge of, and experience in education and/or government.
    • Ability to learn quickly and succeed in a rapidly changing environment.
    • Team player capable of resolving organizational roadblocks.
    • Ability to communicate and disseminate knowledge to field personnel, school personnel, parents, students, and central office staff while complying with the confidentiality requirements in local, state, and federal policies and statutes.
    • Strong analytical skills and strong data presentation skills.
    • Talent for asking effective questions, listening, and synthesizing information.
    • Ability to engender trust and maintain confidences.

    Salary: $75,828

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

    Please include a resume and cover letter with your application.

    Applications will be accepted through September 17 , 2013.

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

    AN EQUAL OPPORTUNITY EMPLOYER

    It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at http://schools.nyc.gov/OEO

    Job Location NEW YORK, New York, United States Position Type Full-Time/Regular New Posting
    Yes
    Readvertisement
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    Recanvass
    No
    District
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    NYC Department of Education - 11 months ago - save job - block
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