Business Operations Specialist Supervisor (DOH/PHD/NE #11505)

$23.07 - $36.91 Hourly

$47,989 - $76,782 Annually

This position is a Pay Band 65

Posting Details

Interviews are anticipated to be conducted within two weeks of closing date.

his position is part of the Northeast Region Public Health Division within the Center for Access & Linkages to Health Care in the NMDOH.

The New Mexico Department of Health is an executive state agency that operates public health services for the state through the Public Health Divisions. The Center for Access and Linkages to Health Care, under the Public Health Division ensures safety net services to all New Mexicans through many programs and services including but not limited to the provision of immunizations, vaccines, Medication assisted treatment for Opioid Use Disorder, medication assisted abortion, family planning, harm reduction, infectious and communicable disease intervention and prevention, health promotion school health and other supportive services for the full spectrum of ages for all community members including vulnerable and marginalized populations and sub-populations to ensure health equity. The NE region public health program works with multiple partners to promote health and well-being and improve health outcomes for all people in New Mexico. Each Public Health Division employee has an important role to help all New Mexicans and the Regional Administrator role fills a critical need for all of the public health offices within the 10 counties in the Northeast Region.

Why does the job exist?

The Regional Administrator 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 regions public health efforts. With significant responsibility, the Regional Administrator is a managerial role and must implement operational policies in accordance to established timelines and processes defined by internal and external practices, allocate resources, and provide guidance and lead and administrative team as a servant leader to enhance service delivery. The position plays a critical role in the success of the agency, overseeing the administrative 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.

How does it get done?

The Regional Administrator (Business Operations Specialist Supervisor) devotes a substantial portion of time assigning and directly supervising work of at least two (2) full time equivalent employees and provides program guidance and direction to business units and separate reporting activities on all matters pertaining to business and life-cycle acquisition processes. Defines and performs systems analysis and development tasks to improve workflow and operating efficiency. Makes recommendations to standardize procedures and processes and to introduce new technology or improve existing technology. Analyzes costs of existing operations and prepares a cost/benefit analysis of recommended changes.

Devotes a substantial portion of time assigning and directly supervising work of at least two (2) permanent/full time employees. Acts upon leave requests, conducts annual performance evaluations and recommends disciplinary actions.
Conducts training of personnel; may interview and recommend selection of applicants.
Provides career coaching through mentoring and arranges for outside training opportunities when possible.
Makes well-informed, effective, and timely decisions and perceives the impact and implications of those decisions.
Makes point of view in a clear and convincing manner.
Listens effectively and clarifies information as needed.
Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
Writes in a clear and concise manner.
Develops networks and builds alliance; collaborates across boundaries to build strategic relationships and achieve common goals.
Builds and manages workforce based on organizational goals, budget considerations, and staffing needs.
Ensures that employees are appropriately recruited, selected, and appraised, addresses performance issues.
Keeps up to date on occupationally specific technological developments; makes effective use of technology to achieve results.
Employees in this role perform program management functions with expertise in a field or occupation and may function as a consultant, requiring high levels of complexity, problem solving, and/or accountability.
Employees operate independently within diversified procedures and standards.
Employees may handle deposits and cash transactions.
Employees proactively interact with staff members and customers to directly influence and impact results of the programs and agency mission.

In addition to the above as a means to enhance the general descirption the following key responsibilties are also included for this position.

Analyze current operational costs, reassess actions for previous fiscal years obligations and projected cost 3-18 months ahead, and devise plans to include/consider all operational cost that is consistent and in compliance with established timelines and expectations.
Collaborate with Regional Management Team to understand specific needs and to work in, respectful and effective manner to understand and address needs against fiduciary guidelines.
Monitor and evaluate the effectiveness of implemented changes in procurement workflows.
Conduct risk assessments related to procurement activities and implement mitigation strategies.
Foster a collaborative and positive team culture within the Region Admin Team.
Investigate and resolve any discrepancies or issues in procurement activities and identify, define and approach any problematic issues with a proposed solution in accordance with chain of command and what is either evidence-based or innovative with promising results.
Take lead and delegate with consent, and communications that need happen on a regular basis with stakeholders to gather feedback on process improvements.
Take proactive lead and incorporate input from regional director, program managers and administrative team in a conducive and collaborative manner that will enhance the effectiveness of communication channels between different departments involved in procurement.
Develop and present reports on procurement efficiency, costs, and team performance.
Identify opportunities for professional development within the team and implement training programs.
Lead negotiations with vendors to secure favorable terms and conditions.
Foster a culture of continuous improvement within the Business Operations team.
Hold employees accountable to the Divisions employee code of conduct.
Ensure timely and accurate reporting of financial data related to procurement.
Act as a liaison between the Business Operations team and other relevant departments.
Provide regular updates and presentations on procurement initiatives to the Regional Management Team
Conduct regular performance evaluations for team members and provide constructive feedback.
Collaborate with legal teams to ensure contracts with vendors adhere to regulatory requirements.
Support/lead the development and execution of supply orders through the region
Facilitate communication and collaboration between the Business Operations team and external partners.
Determine the need for ongoing contacts and services.
Monitor and enforce ethical standards in all procurement activities.
Foster diversity and inclusion within the procurement team and vendor selection processes.
Lead cross-functional teams in the implementation of sustainability initiatives within procurement.
Develop and oversee the implementation of a strategic procurement plan aligned with organizational goals.
Develop and manage a budget for the Business Operations department.
Oversee the creation of training materials and resources for team members.
Coordinate with project management teams to forecast procurement needs for upcoming projects.

Who are the customers?

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 will have a combination of education and/or experience that illustrates the following attributes.

Knowledge Leadership
Knowledge of leading through influence and persuasion by establishing mutual trust, respect, and loyalty, through shared beliefs, values, and goals.
Be knowledgeable and aware of key elements of a Trauma Informed Workplace and Servant Leadership characteristics.
Being cognizant of subordinates¿ needs, goals, and aspirations, and to carefully consider these personal variables when making decisions.

Administration and Management
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources or ability to learn these concepts in addition to requirements of the General Accounting Practices Manual from the DFA.

Communications and Media
Knowledge of effective communication, and dissemination techniques and methods. This includes alternative ways to inform via written, oral, and visual media.

Computers and Electronics
¿ Basic knowledge of computer hardware and software applications and networks or the ability to learn these aspects, including applications and programming.

Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services.
¿ This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Law and Government
Knowledge of pertinent laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process as it applies to the New Mexico Legislative session and the implications of statutes on the any of the potential responsibilities of the roles for this position.

Education and Training
¿ Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

Telecommunications
¿ Basic and general knowledge telecommunications systems.

Skills Leadership
¿ Displaying attributes that makes employees willing to grow and thrive in their professional development.
¿ applying effort to enhance effectiveness and progress in areas needing the most improvement.
¿ Practicing elements of Servant Leadership to establishing a spirit of cooperation and cohesion for achieving goals.
¿ Providing performance feedback, coaching, and career development to individuals to maximize their probability of success.
¿ Giving subordinates the authority to get things accomplished in the most efficient and timely manner.

Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Complex Problem Solving
Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Judgment and Decision Making
Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Systems Analysis
Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.

Writing
Communicating effectively in writing as appropriate for the needs of the audience.

Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Coordination
Adjusting actions in relation to others' actions.

Reading Comprehension
¿ Understanding written sentences and paragraphs in work related documents.

Speaking
Talking to others to convey information effectively in a respectful manner at all times.

Active Learning
Understanding the implications of new information for both current and future problem-solving and decision-making

Minimum Qualification

Associates Degree in Business Administration, Public Administration or Accounting and two (2) years of directly related job experience in the areas of budgeting, accounting, auditing, purchasing, cash management and/or financial management. Substitutions Apply. See Substitution Table below.

Substitution Table

These combinations of education and experience qualify you for the position:
Education Experience Education Experience 1 High School Diploma or Equivalent AND 4 years of experience OR High School Diploma or Equivalent AND 4 years of experience 2 Associate's degree in the field(s) specified in the minimum qualification AND 2 years of experience Associate's degree or higher in any field AND 4 years of experience 3 Bachelor's degree or higher in the field(s) specified in the minimum qualification AND 0 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 possess and maintain a valid Driver's License. Must possess and maintain a current Defensive Driving Course Certificate from the State of New Mexico or must pass and receive Defensive Driving Course Certification within six (6) months of date of hire as a condition of continued employment.

Working Conditions

The position is based at the Santa Fe County Public Health Office, with occasional travel required throughout the Northeast 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: Shandiin Wood 505-670-5446 Email

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

Bargaining Unit Position

This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.