Administrative/Operations Manager II (DOH/PHD #10114289)

$36.09 - $57.75 Hourly

$75,072 - $120,115 Annually

This position is a Pay Band 85

Posting Details

THIS POSTING WILL BE USED FOR ONGOING RECRUITMENT AND MAY CLOSE AT ANY TIME. APPLICANT LISTS MAY BE SCREENED MORE THAN ONCE.

This position is part of the Northwest Region Public Health Division within the NMDOH. Department of Health's Public Health Division works to improve the health of women, children, and families in New Mexico through policy, surveillance, assurance, and direct services provided to reproductive age women, infants, children, adolescents and their families, including children and youth with special healthcare needs. The staff in the bureau work to provide guidance and oversight of program services provided in the regional health offices.

Why does the job exist?

The Administrative Operations Supervisor role is vital for ensuring that the agency's objectives, which are broadly defined by statute, grant requirements, or the organization's mission, are effectively managed and met. This position exists to provide oversight, strategic planning, and coordination of administrative functions, ensuring that sub-functions and teams are organized and aligned to meet the overarching goals of the agency. With significant responsibility, the manager must implement operational policies, allocate resources, and manage staffing to enhance service delivery. The position plays a critical role in the success of the agency, overseeing Manager(s) and professional staff, and ensuring that operations are both efficient and compliant with established guidelines. Given its financial accountability, the role has a direct impact on the overall mission of the organization. It requires the ability to develop program goals, evaluate complex issues, and provide strategic direction. Moreover, the Administrative Operations Supervisor serves as a key decision-maker, resolving problems by analyzing facts and circumstances to develop well-rounded solutions. The position also provides direction to local-level advisory groups, ensuring that services to citizens, customers, and clients are continuously improved. In essence, the role exists to maintain the smooth functioning and delivery of services, while strategically shaping the operational and administrative functions to fulfill the organization's mission.

How does it get done?

Administrative Operations Supervisor

1. Operational Oversight:
- Manage the day-to-day operations of the administrative or operational unit, ensuring that all functions align with the organization's mission, goals, and objectives.
- Develop, implement, and monitor operational policies and procedures to optimize efficiency and compliance with statutory, grant, and agency regulations.

2. Staff Management and Supervision:
- Oversee a team of low-level managers, technical, and professional staff, providing leadership, guidance, and support to ensure team success.
- Ensure staff are well-equipped and trained to fulfill their roles by conducting regular performance reviews, offering feedback, and identifying opportunities for professional development.
- Supervise recruitment, hiring, and training processes to maintain a well-functioning team.

3. Strategic Planning and Decision Making:
- Collaborate in the development of strategic goals and objectives for the unit or department, ensuring alignment with broader organizational plans.
- Analyze complex problems, evaluate circumstances, and formulate effective solutions, considering the benefits and consequences of each approach.
- Lead long-term and short-term planning initiatives to ensure that resource allocation, staffing, and project timelines meet the agency's needs.

4. Resource Management and Financial Accountability:
- Allocate resources within established financial parameters to meet objectives and maximize the unit¿s productivity.
- Monitor budgets, ensuring that financial resources are effectively utilized to support operations while maintaining compliance with grant or funding guidelines.
- Prepare financial reports and forecasts, providing insights into budgetary needs and identifying opportunities for cost savings.

5. Coordination of Agency Functions:
- Coordinate with other departments or units to ensure cross-functional alignment and effective communication in the delivery of services.
- Serve as a liaison between the agency and external stakeholders, including community partners, governmental entities, and advisory groups.
- Facilitate local-level advisory groups, providing direction to enhance the quality and accessibility of services to citizens, customers, and clients.

6. Program and Policy Development:
- Develop and refine program goals, policies, and procedures to enhance the delivery of services to the public.
- Conduct evaluations and assessments of program effectiveness, identifying areas for improvement and implementing necessary changes.
- Ensure that all program activities meet compliance standards and align with the agency¿s mission.

7. Performance Monitoring and Reporting:
- Regularly assess operational performance, using data and analytics to track progress towards key performance indicators (KPIs).
- Prepare and submit reports on operational and financial performance to upper management, making recommendations for future improvements.
- Ensure accurate and timely documentation and record-keeping to support audits, compliance checks, and program evaluations.

8. Community Engagement and Partnership Development:
- Build and maintain relationships with key community stakeholders, service providers, and government agencies to support the agency¿s objectives.
- Actively engage in public relations and marketing efforts to promote the agency¿s services and programs within the community.
- Identify opportunities for collaboration and resource sharing with external organizations to improve service delivery and outreach.

These key responsibilities underscore the Administrative Operations Supervisor pivotal role in managing the organization's operations, coordinating resources, and driving efficiency to meet the agency's mission and service delivery goals.

Who are the customers?

This job, as an Administrative/Operations Manager II, is done for a public health agency or organization that provides services to a broad range of stakeholders, including:

1.The Agency or Department The position supports the overall mission of the agency by managing resources, operations, and personnel to ensure effective service delivery, organizational efficiency, and goal achievement.

2. Citizens and Clients The primary beneficiaries of the services managed by this role are the citizens, clients, or specific communities that the agency serves, particularly in areas like public health, social services, or other governmental programs.

3. Public Health Programs and Stakeholders The role works closely with other managers, employees, and external partners, ensuring the smooth functioning of programs and initiatives aimed at improving public health outcomes.

4. Grant Providers or Funders This position may also be responsible for aligning operations with grant objectives, ensuring compliance with funding requirements, and reporting back to funders or external stakeholders.

5.Local Advisory Groups and Community Partners ¿ This role coordinates with local advisory groups and community organizations to improve service delivery and meet the needs of the community

Ideal Candidate

The ideal candidate for the Administrative/Operations Manager II position should possess a blend of leadership, operational expertise, and strategic thinking. Key attributes of the ideal candidate include:

1. Extensive Management Experience - Leadership Skills: Demonstrated ability to lead, mentor, and manage a team of low-level managers, technical staff, and professionals to achieve organizational goals. Decision-Making: Strong capacity for making complex decisions, solving problems analytically, and addressing challenges based on evaluation of multiple variables. Staff Development: Proven track record of developing staff and creating a cohesive work environment.

2. Strategic and Operational Planning Expertise- Visionary: Ability to define objectives, scope, and policies that align with the agency's mission and goals. Operational Efficiency: Experience in organizing sub-functions, optimizing resource allocation, and developing efficient workflows for large, complex projects or units. Long-Term Planning: Skilled in strategic planning, with experience developing goals and objectives for the long-term growth and effectiveness of a program or organization.

3. Strong Financial knowledge - Budget Management: Experience in managing financial resources within established parameters, ensuring fiscal responsibility, and optimizing resource allocation to maximize impact. Grant and Funding Compliance: Knowledge of managing operations in accordance with grant funding, ensuring compliance with financial and operational guidelines.

4. Excellent Communication and Collaboration Skills - Stakeholder Engagement: Ability to work effectively with a wide range of stakeholders, including government officials, community groups, funders, and employees. Public Relations: Proven experience working with advisory groups, building coalitions, and facilitating collaborations across different sectors to achieve common goals. Interpersonal Skills: Exceptional written and verbal communication skills to guide teams, present ideas, and influence decision-making.

5. Analytical and Problem-Solving Abilities - Data-Driven: Ability to evaluate data and trends, distinguish issues, and devise innovative solutions that consider benefits, consequences, and risks. Critical Thinking: Expertise in analyzing complex situations and adapting solutions to address unique operational or strategic challenges.

6. Educational Background and Specialized Experience - Education: Bachelor¿s degree in a relevant field, such as public administration, business administration, or health services management, with at least eight years of professional experience. Specialized Knowledge: A candidate with experience in public health, social services, or related fields, particularly with managing programs that directly impact citizens and clients.

7. Adaptability and Integrity - Ethical Leadership: Demonstrates integrity, transparency, and accountability in decision-making and management practices. Flexibility: Ability to adapt to changing priorities, adjust strategies, and maintain focus on long-term objectives despite challenges.

This individual will be a strategic thinker and a collaborative leader with a strong ability to manage complex operations, guide teams, and support the mission of the agency effectively.

Minimum Qualification

A Bachelor's Degree in any field of study from an accredited college or university and eight (8) years of professional level experience with a light strategic impact directly related to the purpose of the position defined by the agency at the time of recruitment. Substitutions Apply. See Substitution Table below. A hiring agency will designate a portion of the required experience to include management, supervisory and/or specialized experience. Any required licensure, certification or registration shall be defined at the time of recruitment and will be in addition to the above requirements.

Substitution Table

These combinations of education and experience qualify you for the position:
Education Experience 1 High School Diploma or Equivalent AND 12 years of experience 2 Associate's degree AND 10 years of experience 3 Bachelor's degree AND 8 years of experience 4 Master's degree AND 6 years of experience 5 PhD degree AND 4 years of experience
• Education and years of experience must be related to the purpose of the position.

• If Minimum Qualification requires a specific number of "semester hours" in a field (e.g. 6 semester hours in Accounting), applicants MUST have those semester hours in order to meet the minimum qualifications. No substitutions apply for semester hours.

Employment Requirements

Must maintain a current and valid driver's license

Working Conditions

The position is based at the Midtown Public Health Office, with occasional travel required throughout the Northwest Region. The role involves a standard office environment with frequent use of a computer and other office equipment. The candidate may also be expected to attend offsite meetings, visit partner organizations, and travel to community events as needed to support program objectives. Given the nature of the work, the position may involve interaction with diverse community members, health care professionals, and other stakeholders. Travel within the region could vary in frequency depending on project requirements, outreach efforts, and program coordination needs. Working hours are typically during regular business hours, but flexibility may be required to accommodate travel or participation in community events. The candidate should be able to adapt to various working environments, manage time effectively, and handle the physical demands of travel.

Supplemental Information

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Agency Contact Information: Dominic Rodriguez (505) 681-2725. Email

For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.