Planning and Projects Analyst

Department: Facilities

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Emely Hernandez

Compensation: $60,000 - $70,000 / year

Description

Overview
The New York Public Library (NYPL) has been an essential provider of free books, information, ideas, and education for all New Yorkers for more than 100 years. NYPL’s neighborhood libraries in the Bronx, Manhattan, and Staten Island—many of which date to Andrew Carnegie’s visionary philanthropy at the turn of the 20th century—are being transformed into true centers of educational innovation and service, and vital community hubs that provide far more than just free books and materials.  
The Facilities Department is tasked with keeping all NYPL locations safe, clean, comfortable and welcoming for our patrons and staff.  The Planning and Projects Analyst will collaborate with multiple units within the department including Operations, Regulatory Compliance, Fleet, Procurement, Environmental Health and Safety, and Energy and Sustainability to ensure the successful delivery of services by the Facilities Department. 
We are looking for someone we can count on to:
Own:

• Compliance with local laws, building codes, and safety regulations across all facilities by maintaining up-to-date documentation for inspections, permits, certifications, and compliance activities. 
• Tracking and coordinating timely follow-up actions to resolve any compliance issues identified.
• Compiling, analyzing, and tabulating data related to facilities maintenance, operations, and projects.
• Creation of executive summaries, reports, graphics, and presentations on assigned projects.

Grow:

• The development of staff knowledge on city and state codes, and local laws related to NYPL facilities’ operations.
• Fostering relationships with regulatory agencies and consultants.

Learn:

• How the Facilities Department interacts with other divisions and departments.
• The main functions and goals of the Facilities Management team, including maintaining and optimizing buildings, supporting people, code compliance, energy, sustainability, health, and safety.

Improve:

• Efficiencies in administrative processes required to operate the Facilities Department

Some expectations for this role are that within:
1 month, this person will:

• Understand how the library is organized and physically laid out.
• Understand the specific goals and role of the Facilities team in relation to other departments.
• Know their departmental contacts.
• Greet and direct inquiries, and when appropriate, resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.

3 months, this person will:

• Have a strong understanding of the relevant laws, codes, and standards that govern the safety, operation, and maintenance of our facilities.
• Understand how to navigate agency databases, (DOBNow, BISWeb, OATH, ACRIS, FDNYBusiness, DEP Cats, DOT, etc.) to research and submit information.
• Generate compliance reports.

6 months and beyond, this person will:

• Process compliance inquiries and violations.
• Resolve and answer inquiries, gather and process data, research and solve problems, maintain data integrity, and provide documentation.
• Assist with special projects as assigned.

Responsibilities

• Maintain documentation related to compliance activities, inspections, permits, and certifications.
• Track and coordinate timely follow-up actions to resolve compliance issues.
• Assist in addressing violations issued by agencies such as DOB, DOF, FDNY, DSNY, DOT, DOHMH, DEP, DEC, ect.  Work with consultant, attorney, vendor, and Facilities Operations Manager and Facilities Coordinator to correct the violating conditions, file certificate of corrections, attend hearings, pay fines, and take steps necessary to avoid repeat violations.
• Perform data entry, reconciliations, and analysis of assigned data sets or databases.
• Provide administrative support to the Facilities Planning & Projects team, including preparing meeting agendas, taking minutes, and organizing schedules for site inspections or project reviews.
• Prepare reports, graphics, summaries, and presentations. 
• Perform other related duties as required. 

Required Education, Experience & Skills

Required Education & Certification