Job Description

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response. NYCEM is responsible for coordinating citywide emergency planning and response for all types and scales of emergencies. We are staffed by more than 200 dedicated professionals with diverse backgrounds and areas of expertise, including individuals assigned from other City agencies.

The Office of the Chief Operating Officer (COO) is comprised of Human Capital Management (HCM), Information Technology (IT), Support Services and Geographic Information Systems (GIS). The Office of the COO is focused on implementing agency initiatives and strategies into daily operations to meet agency objectives and goals.
The Human Capital Management (HCM) unit coordinates all aspects of employee relations and organizational culture, which includes but is not limited to the areas of recruitment, payroll and timekeeping, benefits, performance management, HRIS and analytics, HR compliance, organizational development, and change management.

The Human Capital Management Team is seeking a dynamic and experienced human resources professional who will be a key member of the Recruitment and Onboarding unit. This unit engages with NYCEM staff as their first introduction to the agency. The Recruitment and Onboarding Program Manager will play a critical role in the agency’s recruitment strategies, new hire onboarding, the employee benefits program, agency internship program, and other special projects, to ensure that incoming NYCEM staff have the best possible experience at the agency.

Reporting directly to NYCEM’s Chief Human Capital Officer, the Program Manager will work within a unit of two Human Capital Specialists, one full-time and one part-time, with the potential to gain valuable supervisory experience in this role. The unit’s portfolio consists of the following workstreams that will be assigned among the three unit members:

Internal recruitment responsibilities include:
o Coaching hiring managers on development of job descriptions, structured interview questions and scoring rubric, and tasks and standards;
o Reviewing job vacancy notices for consistency, complete information, and accuracy; working with hiring managers to achieve a final format;
o Creating job openings in NYCAPS to track and source candidates in SmartRecruiter;
o Leading a weekly meeting with hiring managers and executive staff for recruitment updates, and proactively connecting with hiring managers individually as the need arises to discuss specific recruitment needs;
o Routing selected candidates through our internal EEO review process;
o Linking candidates to jobs and completing job offers in NYCAPS, troubleshooting as necessary;
o Conducting new hire and promotion processing meetings;
o Creating employee transactions in NYCAPS when needed for internal employee actions;
o Ensuring hiring managers with upcoming vacancies are given necessary backfill information and requirements in a timely fashion.
o Ensuring hiring managers always have access to the latest information and are well-informed on internal recruitment policies and procedures, forms, templates, and other tools to do their jobs effectively.

Onboarding activities include:
o Conducting new-hire employee orientations, working with hiring managers to ensure new employees’ successful workplace transition.
o Working with staff ensure timely benefits enrollment, DOI paperwork filings, and answer all benefits and policy questions.
o Execute the agency Buddy Program including soliciting new buddies, matching buddies with new hires, and coordinating communication with all.

External recruitment activities include:
o Attending and coordinating in-person and virtual recruitment events;
o Maintaining relationships with local colleges and professional associations;
o Development and maintenance of an internal catalog’ of subject-matter- and affinity-based external posting outlets to connect hiring managers with resources for recruitment specific to their vacancies;

Compliance and Reporting activities include:
o Maintaining the agency’s vacancy tracking system (internal) related to recruitment and retention activities and ensuring it is always up to date, including all relative OMB dates, approval dates, established start dates, upcoming separation dates, etc.
o Ensuring accuracy of all information presented to NYCEM leadership, OMB, and other agency partners;
o Ensuring job postings on NYC Jobs are always current;
o Preparing the OMB submissions for vacancy and employee transaction approval, including comps and justifications;
o Performing headcount analyses and working productively with Finance to ensure accurate budget and headcount reconciliation;
o Acting as a security officer for NYCAPS;
o Ensuring all Department of Investigation paperwork is filed in compliance with City regulation;
o Maintaining agency personnel documents and files, including overseeing audits of employee personnel files; oversee agency Traveling Personnel File program
o Collaborating with Records Management staff to comply with state and local laws regarding employee documentation
o Ensuring HRIS entries for new hires and promotions are timely and accurate.
o Serving as the agency’s 55A Coordinator.

Benefits programming includes:
o Acting as one of the agency’s subject matter experts on employment policies and health and other benefits; participate in coordinating and conducting agency-wide benefit sessions several times per year;
o Responding to employee inquiries regarding health, dental, vision, and other benefits, as well as retirement programs; resolving employee issues when necessary;
o Maintaining the benefits library;
o Ensuring that the agency is kept well informed of benefit changes and open enrollment dates;

Internship program includes:
o Communicating with the agency several times per year to solicit interest;
o Reviewing internship project descriptions from hiring manager and posting to Handshake; ensuring agency website reflects internship opportunities;
o Providing the new hire experience for interns and coordinating off-boarding with hiring managers;
o Overseeing and coordinating internship programming including professional development sessions, speaker series, and opportunities to interact with other interns.

For all areas above, acting as a subject matter expert to drive policy, knowledge capital, and SOP development.

Perform other duties as assigned.

**PLEASE NOTE THE FOLLOWING:

- The selected candidate will be assigned to an on-call Emergency Operations Center (EOC) team and will be expected to work non-business hours during some emergencies. These non-business hours include nights, weekends, holidays, and extended week hours outside of a 9AM-5PM schedule. The selected candidate will also participate in trainings to build skills and competencies in emergency response; will participate in drills and exercises associated with the on-call EOC team; and may volunteer to assist with Ready NY emergency preparedness presentations to external groups. EOC teams are on call for three weeks at a time, with six weeks off in between.

- The selected candidate will be required to be in person in the office location three days per week, with exceptions for extenuating circumstances.

- Applicants with a permanent civil service may be eligible for DP72 while serving in the Emergency Preparedness title and are encouraged to apply.

- The "Special Note" in the Minimum Qualification Requirements, below, applies to this position.

- IN ORDER TO BE CONSIDERED FOR THIS JOB, PLEASE SUBMIT A SEPARATE COVER LETTER IN THE ATTACHMENTS SECTION OF THE APPLICATION PORTAL.

Qualifications

1. A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience in one or a combination of the following: emergency management, fire, police, or military service, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made; or

2. A baccalaureate degree from an accredited college and two years of satisfactory full time professional experience in the areas listed in "1" above; or

3. A master's degree from an accredited college in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences ,or related field and one year of satisfactory full-time professional experience in the areas listed “1" above, at least two years of which must have been in one of those areas, or another specialized area to which the appointment is to be made.

4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must have a four-year high school diploma or its educational equivalent.

Special Note:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, one additional year of professional experience as described in ""1"" above.

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.