Administrative Services Manager III

Employer:
State of Vermont - Department of Health
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Location: Chittenden County,
About the Job

The Vermont Department of Health (VDH) is recruiting for an Administrative Services Manager III in the Laboratory Sciences and Infectious Disease Division.

 

Our work falls into three main sections: Infectious Disease Epidemiology, Immunizations, and the Public Health Laboratory. These high-performing teams rely on our Administrative Services Manager to provide administrative and operational leadership to keep their work flowing smoothly. The person in this position is also a member of our Division Leadership Team. A successful applicant will be a high performing business administration professional with proven project management skills, a commitment to a customer-service approach, strong relationship-building abilities, and the drive to proactively find strategic solutions to complex challenges.

 

Our Division’s Mission: to detect, monitor, and prevent infectious disease, environmental, and other threats to public health, equitably for all Vermonters.

Our Division’s Core Values:

• Integrity

• Equity

• Collaboration

• Collective Resilience

 

The Vermont Department of Health strives to build a diverse and inclusive community. It is our fundamental belief that to create and sustain a healthier Vermont, we as an organization must honor the cultures, beliefs, and values of those we serve to foster an environment of mutual respect, acceptance, and equal opportunity. We are committed to building and maintaining a multicultural and diverse workforce which reflects the populations we are dedicated to serving.

 

Location: This position is currently located in Burlington but will be moving to Waterbury in the coming year. There is potential for this position to work a hybrid remote schedule, but some weekly in office days will be required. The person in this position will also work closely with staff at the Public Health Laboratory in Colchester and may need to be on site from time to time.

 

Telework: The Vermont Department of Health supports a hybrid work environment. We believe a hybrid work environment promotes autonomy and allows for increased flexibility and better work-life balance. Upon hire, employees work with their supervisor to create a schedule that aligns with the business needs of the unit.

 

The Administrative Services Manager III is responsible for:

• Budget Oversight: Spearhead division budget oversight; establish new tools and practices to strengthen and systematize financial management in our division; provide financial leadership and vision for the division, working in close partnership with the Division Director and Deputy.

• Grants and Contracts: Review and execute all grants and contracts for the division.

• Team Supervision: Supervise an administrative team (3) and a federal grant management team (2).

• Procurement: Lead procurement of goods and services for the division by maintaining proper processes, accountability and staffing to support division volume and complexity.

• Division-Level Operations: provide operational leadership for the division, including space management, records management, and adherence to state policies and procedures; serve as the liaison to the Department Operations Team, Buildings and General Services, and the Agency of Digital Services; manage our Continuity of Operations (COOP) plan, and serve in leadership roles in the Health Operations Center during emergency responses as assigned.

• Business Office Liaison: Work closely with the VDH Business Office to fulfill administrative and legislative budget requests.

• Human Resources Liaison: Oversee employee onboarding and termination; facilitate Requests for Reclassification (RFRs) for the division; develop tools to effectively manage personnel data; advise the division on matters related to bargaining agreement issues, employee leave, and other high-level and sensitive HR issues; serve as the division’s liaison to the Department of Human Resources.

 

Qualities and skills that will help you be successful in this role include:

● Systems-thinker: able to proactively evaluate systems and propose solutions; can examine an issue from 30,000 feet and understand the 5-foot implications.

● Relationship-builder: able to build and maintain strong relationships within the division and department, and prioritizes the customer’s (i.e., LSID staff) experience in their work.

● Highly organized, motivated, and takes initiative: can manage a high volume of work efficiently; pays attention to details; has a strong sense of ownership over their work; has experience working in a large, complex organization; proactively seeks help, anticipates challenges, and course-corrects.

● Strong project manager: ability to lead multiple projects from start to finish and gather key stakeholder input along the way is ideal but we are willing to invest in this skill through professional development.

● Inclusive and equitable leader: familiar with DEI principles; comfortable talking about DEI topics; committed to leading with empathy and inclusion; models accountability and work-life balance; leads by understanding and building on employees’ strengths.

● Ability to delegate: able to identify opportunities to delegate tasks to staff, conducting training and professional development as needed to support staff growth.

● Strong communicator: should be able to communicate complex information clearly; proactively identifies opportunities to communicate with staff. Environmental Factors Work is performed in a standard office setting.

Employer's Approach to Diversity, Equity, & Belonging

The Vermont Department of Health strives to build a diverse and inclusive community. It is our fundamental belief that to create and sustain a healthier Vermont, we as an organization must honor the cultures, beliefs, and values of those we serve to foster an environment of mutual respect, acceptance, and equal opportunity. We are committed to building and maintaining a multicultural and diverse workforce which reflects the populations we are dedicated to serving. In our division, we work toward achieving these goals by prioritizing inclusion and engagement. We regularly seek employee feedback, and use data to steer toward a more inclusive and engaged workplace. We work closely with supervisors to strengthen and grow their skill sets so they can foster supportive relationships with their team. We are currently exploring ways to limit bias in our hiring processes. We also have a Justice, Equity, Diversity, and Inclusion Committee that meets to engage in discussion and dialogue around racism, White Supremacy, and other systems of oppression that have shaped our culture.

Wage or Salary
Hourly Rate: $32.33