Health Program Administrator or Health Program Administrator Trainee (NY HELPS) - 2214

Health Program Administrator

The Health Program Administrator will serve as a supervisor for the Certification Section of the Records Management and Fulfillment Unit, within the Office of Public Health, Bureau of Vital Records. This position will coordinate day-to-day program operations related to the receipt, review, processing and issuance of certified vital events in compliance with applicable laws, regulations, policies and confidentiality standards. The incumbent supports the daily activities to ensure the work is processed accurately, efficiently and in a timely manner while supporting staff development, operational continuity and continuous improvement. This role provides critical support in a high-volume public service environment and supports the mission of the Bureau by ensuring reliable service delivery, strong quality control and effective coordination across related fulfillment functions.

Major responsibilities include: Supervising, coordinating and performing the daily certification-related workflow and activities associated with the Certification Section. Assign, review and monitor work to ensure timely processing and accurate completion of vital record requests. Monitor productivity, workflow and volume levels, and take appropriate action to maintain service standards. Establish and maintain quality control procedures to ensure compliance with state laws, regulations, policies, and operational procedures. Train, cross-train, provide guidance, and mentor staff to promote employee growth, operational flexibility and succession planning. Review cases and transactions for accuracy, completeness, and compliance with applicable standards and procedures. Prepare reports, track performance metrics and communicate status, goals and progress to leadership. Assist in maintaining quality assurance practices. Support training, cross-training and knowledge transfer activities to promote continuity of operations. Document procedures, workflow updates, and operational guidance. Identify process improvement opportunities and recommend practical solutions. Communicate with internal program area staff and external stakeholders to support issue resolution. Maintain confidentiality and security of sensitive records and information. Provide backup support for related Records Management and Fulfillment Unit functions, such as Corrections, Amendments, Pre Adoption and the Adoption Information Registry, as assigned.

Minimum Qualifications

Permanent transfer candidates: Current Department of Health (DOH) employee with permanent or contingent-permanent status as a Health Program Administrator (G18); OR current NYS employee with one year or more of permanent or contingent-permanent, competitive service in a title eligible to transfer under Section 52.6, Section 70.1, or Section 70.4 of the Civil Service Law to a Health Program Administrator (G18), Health Program Administrator Trainee 1 (NS), or Health Program Administrator Trainee 2 (NS). For more information on the types of transfers, transfer eligibility criteria, and the current transfer determinations for your title, visit the following:

Public candidates: Active list candidate on the New York State Department of Civil Service's Professional Career Opportunities (PCO) eligible list #26-570 with a score of 100 or higher.

NY HELPS*: To be eligible for a NY HELPS appointment, the candidate must have:

• Health Program Administrator Trainee 1: Four years of experience in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.
• Health Program Administrator Trainee 2: Five years of experience in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.
• Health Program Administrator: Six years of experience in the administration, supervision, and oversight of agency programs including but not limited to the design, implementation, administration, management, operation, and assessment of program effectiveness.

Substitutions for all levels: An associate degree may substitute for two years of experience; a bachelor's degree may substitute for four years of experience; a master's degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

Preferred Qualifications: At least two years of experience processing vital records, medical records and/or court records. Knowledge of vital records laws, regulations, policies, and confidentiality requirements. Strong supervisory, organizational, and leadership skills. Ability to manage multiple priorities in a high-volume production environment and experience in analyzing workflows and implementing process improvement. Strong written and verbal communication skills, as well as the ability to maintain accuracy and attention to detail while meeting production deadlines. Proficiency in data systems, records management, and standard office software applications.

Additional Comments

Permanent, competitive, full-time. Two year traineeship leading to a G18. Transfer candidates may be asked for SSN to verify title history and eligibility. This position is part of the NYS HELPS program. No examination is required. We offer a work-life balance and a generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off, Public Service Loan Forgiveness (PSLF), Pension from New York State Employees' Retirement System, Shift & Geographic pay differentials, Affordable Health Care options, Family dental and vision benefits at no additional cost, NYS Deferred Compensation plan, Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds, and many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit: If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone View phone number on click.appcast.io or email View email address on click.appcast.io to make a request. NYS Department of Health does not participate in E-Verify and does not sponsor visa applications. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.