Scheduling Coordinator

Civil Service Title- Administrative Business Promotion Coordinator $115,000 is the maximum salary offered for this position and is non-negotiable. The New York City Department of Transportation Division of Bridges seeks to hire a Schedule Coordinator. This position is assigned to the Project Delivery Group and reports to the Division of Bridges Chief Scheduler. The Schedule Coordinator provides administrative, program coordination, and operational support for the Division’s capital project delivery activities, including project scheduling, tracking, reporting, and related management functions. Under the direction of the Chief Scheduler, the position coordinates with project managers, engineers, design and construction teams, consultants, contractors, City agencies, and other stakeholders to collect and monitor project information, track activities and deliverables, prepare reports and analyses, facilitate meetings, and support the development and implementation of procedures and management tools that promote effective project delivery. The position requires initiative and independent judgment and may represent the Project Delivery Group in meetings with internal and external stakeholders and assist with Division-wide initiatives and special projects. The Schedule Coordinator’s responsibilities include, but are not limited to, the following: Assist the Chief Scheduler in coordinating and administering the Division’s project scheduling and project delivery activities; Coordinate with project managers, engineers, design and construction teams, consultants, contractors, City agencies, and other stakeholders to collect, review, and maintain current project information, including schedules, milestones, activities, deliverables, and anticipated completion dates; Monitor project schedules, tracking reports, and management systems to identify outstanding items, variances, risks, and other issues requiring follow-up; Prepare and maintain project status reports, tracking spreadsheets, dashboards, presentations, and other management materials for Division management; Review project information and supporting documentation for completeness, consistency, and compliance with established Division procedures and requirements; Assist project teams with developing project timelines, conceptual schedules, duration estimates, and other planning materials during project development and scoping; Coordinate and facilitate meetings, including preparing agendas and supporting materials, documenting action items, and following up on outstanding matters; Coordinate Division-wide initiatives, special projects, and program activities by developing work plans, tracking assignments and deadlines, and reporting on progress; Maintain project management, scheduling, database, and document management systems and utilize Microsoft Excel and other software to organize, analyze, and report project, financial, schedule, and performance information; Prepare analyses, presentations, recommendations, and other materials concerning project status, delivery risks, anticipated impacts, and other matters requiring management review; Assist in developing and improving administrative procedures, tracking tools, reporting processes, and other resources to enhance the efficiency of project delivery operations; Coordinate inter-unit and inter-agency activities related to project delivery and scheduling, as directed by the Chief Scheduler; Exercise independent initiative and judgment in managing assignments, coordinating stakeholders, identifying issues, and determining appropriate follow-up; and Perform other related duties and special assignments as required. Work Location 55 WATER ST, MANHATTAN, 10041 Hours 8:00AM - 4:00PM/ Monday - Friday Other reasons you should work for us: Benefits: City employees are entitled to unmatched benefits such as: a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. additional health, fitness, and financial benefits may be available based on the positions associated union/benefit fund. a public sector defined benefit pension plan with steady monthly payments in retirement. College savings plan Commuter Benefits (Pre-Tax) a tax-deferred savings program and access to robust Wellness Programs that offer resources and opportunities you can enjoy as a City employee Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home. 35-hour base work week. Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYCs 4 East River Bridges Brooklyn, Manhattan, Williamsburg and Queensboro and other bridge infrastructures safer for pedestrians and motorists. ADMINISTRATIVE BUSINESS PROMOT - 1000C Minimum Qualifications 1. A baccalaureate degree from an accredited college or university and five years of full-time paid experience acquired within the last fifteen years, of supervisory or administrative experience including handling of business promotion or urban economic problems, at least 2 years of which must have been in a managerial or executive capacity with primary focus on business promotion or urban economic planning; or 2. A satisfactory equivalent combination of education and experience. However all candidates must have 2 years of managerial or executive experience as described in "1" above. Appropriate graduate study in an accredited college or university may be substituted for the general experience on a year-for-year basis. All candidates must have a four-year high school diploma or its equivalent approved by a State's Department of Education or a recognized accrediting organization. Preferred Skills Experience coordinating complex projects, programs, or operational activities in a governmental, engineering, construction, infrastructure, or similar organizational environmentKnowledge of project scheduling, project delivery, program coordination, and performance monitoring principlesExperience preparing project status reports, management reports, analyses, presentations, and other materials for management review and decision-makingDemonstrated ability to coordinate meetings, prepare agendas and supporting materials, document action items, and follow up on assignments and deadlinesAbility to manage multiple assignments independently, establish priorities, meet deadlines, and coordinate deliverables with limited supervisionDemonstrated initiative, sound judgment, flexibility, and ability to identify issues, determine appropriate follow-up, and elevate matters when necessaryExcellent oral and written communication skills, with the ability to effectively interact with technical and non-technical staff, consultants, contractors, and other stakeholdersStrong organizational, analytical, interpersonal, and coordination skills, with attention to detailExperience developing and maintaining administrative procedures, tracking systems, databases, dashboards, or other management toolsExperience using project management, financial, procurement, scheduling, database, or document management systems, preferably in a government or public-sector environmentProficiency in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Project, with the ability to organize, analyze, and present information effectively.Ability to drive a motor vehicle, if required. Preference will be given to candidate who possess a motor vehicle driver's license valid in the state of New York with no restrictions. If required, this license must be maintained throughout duration of employment in this position. 55a Program This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program. 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. For more information, please visit the U.S. Department of Education’s website at 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. 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. #J-18808-Ljbffr