Executive Administrator - Office Manager, ONPCS

Executive Administrator

• Office Manager, ONPCS New York City Department of Education
• 3.9 Brooklyn, NY Job Details $82,000
• $97,343 a year 18 hours ago Benefits Loan forgiveness Qualifications Conducting community outreach projects Record keeping Stakeholder engagement Inventory management Workflow management (operations management method) Process improvement Executive administrative support Collaborating with government agencies Improving operational efficiency Event vendor coordination Customer inquiry handling High school diploma or GED Policy & process development Bachelor's degree Staff training Vendor relationship management Organizational skills Order placement Document archiving Productivity software Office management Managing executive calendars Training & development 1 year Senior level Document management Cross-functional collaboration Ad-hoc reporting Travel scheduling Cross-functional team management

Full Job Description Position Type:

Administrative and Central Office Office Title/Functional Title:

Executive Administrator

• Office Manager, ONPCS
• 26411

Civil Service Title:

Community Coordinator Level:

N/A Division/Office:

Office of Non-Public Schools and Charter Schools Borough:

Brooklyn Posting End Date:

05/13/2026

Description:

Position Summary:

The Office of Nonpublic and Charter Schools (ONPCS) is responsible for more than 800 nonpublic schools and 250,000 students throughout all five boroughs of

NYC. ONPCS

works collaboratively with City Hall, New York State Department of Education, religious leaders, school leaders, elected representatives, the standing committee members as well as community members from diverse religious, cultural, and linguistic backgrounds. ONPCS is responsible for more than $100 million dollars in federal funding in support of ESSA across various Title funding sources, $46 million in allocations for the Smart Schools Bond Act (SSBA), and additional funding allocations. Our office is tasked with ensuring all eligible students receive services in alignment with state and federal guidelines, and with timely and meaningful collaboration with the Standing Committee. The Executive Administrator provides thought-partnering, administrative, logistical and operational support to the Chief Executive, Deputy Chief Executives, Senior Executive Director, Executive Directors as well as the ONPCS office at large to maintain an efficient and orderly workflow for the day-to-day operations of ONPCS. The Executive Administrator will coordinate workflows and special projects across multiple teams and in collaboration with various team members throughout ONPCS to ensure targets and benchmarks are met. The Executive Administrator coordinates and manages the scheduling of visits and acts as the point of contact between ONPCS and school leadership as well as vendors, community members, religious leaders, and school leadership. The Executive Administrator will also be responsible for coordinating multiple events for ONPCS, including parent workshops, principal meetings, vendor fairs, etc. This work includes the identification of a site, agenda creation, communication between all stakeholders in ONPCS and in the school communities we support. The Executive Administrator will be responsible for tracking and maintaining supplies needed in the office as well as supplies utilized by the ONPCS team. Performs related work.

Reports to:

Chief Executive for the

Office of Nonpublic and Charter Schools Direct Reports:

N/A Key Relationships:

Works closely with the Chief Executive, Deputy Chief Executives, Senior Executive Directors, Executive Directors and Directors, ONPCS staff, key stakeholders, including City Hall Representatives, community leaders, elected officials, religious leaders, and school leaders. Responsibilities In coordination with the Chief of Staff, act as a liaison to both internal NYCPS offices and external groups, including the standing committee, community based organizations, and public agencies. Serve as a key point of contact for internal NYCPS staff and other outside agency personnel. Ensure a welcoming and professional environment for staff and community partners. Coordinate and conduct ongoing outreach to employees and community partners; develop communications and materials for schools, community members, and school officials, based on updates to relevant policies and operational needs. Respond to inquiries, often of a confidential nature. Follow up on all outstanding responses to external offices, partners, and vendors. Maintain an extensive electronic and manual filing system for all correspondence, forms, and related documents. Draft memoranda and emails in response to routine questions or requests. Review and oversee the distribution of incoming correspondence. Develop systems and processes to support seamless interaction between internal stakeholders and external partners, including content teams, NYCPS Field/Citywide Offices, and schools. Provide project management oversight, for planning, tracking, and adjustment of project/program schedules, identify and establish timelines and milestones. Ensure that work and visits are completed in a satisfactory and timely manner. Assist the Deputy Chief Executive of Operations in tracking the progress of assigned projects, maintaining an effective automated logging and tracking system. Serve as an initial point of contact for general operational inquiries regarding their assigned areas and workstreams. Assist in the preparation of materials for various internal and external meetings as well as all professional development activities and retreats. Document policies and procedures; identify process and changes for continuous documentation improvement; implement best practices for greater efficiency within programs. Handle special projects; prepare confidential correspondence and ad hoc reports. Support the Chief of Staff in managing the Leadership Team calendars and coordinating the meeting/public engagement calendar and travel logistics for the Leadership Team. Assist the Deputy Chief Executive of Operations in daily administrative duties in support of ONPCS; coordinate administrative activities within ONPCS. Manage the day-to-day office functions of assigned areas and supervise administrative staff to ensure that all assigned work is being performed with a high level of customer service. Collaborate with other office managers, events team, and other Division representatives in managing conference room bookings, seating, and training room reservations. Ensure that ONPCS supplies inventory is maintained; coordinate with the Purchasing team to place orders as needed. Collaborate with the Deputy Chief Executive of Operations in scheduling and completing necessary drills and develop related trainings for all office staff. Provide support for other office projects and special events.

Qualification Requirements:

Minimum A baccalaureate degree from an accredited college and two (2) years of experience in community work or community centered activities in an area related to the duties described above; or High school graduation or equivalent and six (6) years of experience in community work or community centered activities in an area related to the duties as described above; or Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one (1) year of experience as described in "1" above. Preferred Knowledge of NYCPS, City, and State rules and regulations. Experience managing highly confidential information of a sensitive nature. Ability to work independently and manage multiple responsibilities simultaneously as well as cross functionally in a dynamic team environment. Excellent attention to detail and strong organizational skills. Ability to work effectively with others at all levels of an organization and to consistently display a high level of professionalism in all interaction. Ability to thrive in a fast paced, deadline driven environment with changing priorities and issues. Proficient in Microsoft Office 365 applications.

Salary :

$82,000

• $97,343 (Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.

) Please include a resume and cover letter with your application.

NOTE:

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

• New York City Residency is NOT Required
• We encourage all applicants from the New York City tri-state area to apply.

AN EQUAL OPPORTUNITY EMPLOYER DOE

Non

• Discrimination Policy The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy.

For more information, please refer to the DOE Non-Discrimination Policy.

REQUESTING AN ACCOMMODATION

• APPLICANTS Any prospective employee (applicant) who is a qualified individual with a disability may request a reasonable accommodation to assist in the application process.

If an applicant for employment believes that they have a qualifying disability and are in need of a reasonable accommodation in order to participate in the application process on an equal basis as applicants who do not have a disability, they should request an accommodation with their interview team or contact ODA by emailing . The determination of the accommodation request will be communicated to the applicant in writing.

https:

//infohub.nyced.org/docs/default-source/doe-employees-only/personnel-memorandum-6-2024-2025-accommodations.pdf Public Service 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.