Director of Vital Records

Director of Vital Records

Agency: Oklahoma State Department of Health

Location: OKC – 123 Robert S Kerr

Salary: up to $123,000.00, based on education and experience

Full Time /Part Time: Full Time

Work Schedule: Monday – Friday

Primary Hours: 8-5

Why You'll Love It Here!

Respect. Collaboration. Service. The Oklahoma State Department of Health (OSDH) is committed to leading Oklahoma to prosperity through health. Our mission is to protect and promote health, prevent disease and injury, and cultivate conditions by which Oklahomans can thrive. Check out why we are passionate about public health and believe it is the career for you!!!

Oh yeah, did we mention perks? We know that benefits matter and that is why we offer a competitive benefits package for all eligible employees.

• Generous state paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations.
• Flexible spending accounts for health care expenses and/or dependent care.
• Retirement Savings Plan with a generous match.
• 15 days of vacation and 15 days of sick leave the first year for full time employees.
• 11 paid holidays a year.
• Student Loan repayment options & tuition reimbursement.
• Employee discounts with a variety of companies and vendors.
• Longevity Bonus for years of service

Job Description

The Director of Vital Records is responsible for providing executive leadership and direct oversight of all vital records operations as mandated by state and federal law and serves as the official custodian of all vital records. This position is responsible for strategic direction and operational excellence for the vital records system. The Director leads day-to-day management of supervisors and staff to ensure high quality program performance, data integrity, customer service, and a healthy, productive work environment.

Core areas of responsibility include: registration of births, deaths, and related vital events; issuance and amendment of vital records; data quality assurance for public health statistics; stewardship of confidential data and data sharing agreements; oversight of satellite offices to ensure compliance with procedures, statutes and rules; outreach and training for funeral homes, health care providers, and other partners; and enforcement of fraud prevention and identity protection measures. The Director also oversees development and management of the electronic registration and issuance system, security, confidentiality and internal controls, financial management, personnel management, vendor management and continuous improvement of operations.

Position Responsibilities/Essential Functions:

• Develops, implements, monitors and oversees the application of vital statistics policies and procedures resulting in smooth and efficient operations of Oklahoma's vital records division.
• Prescribes and distributes required forms and electronic submission methods to ensure complete, accurate, and timely reporting and registration of vital events.
• Provides authorized vital records data and statistical information to state, federal, and local agencies in accordance with statutes, regulations, and approved data‑sharing agreements.
• Routinely consults with OSDH legal to understand and ensure vital records operates in a manner compliant with pertinent laws and regulations, responds appropriately to FOIA (Freedom of Information Act) requests, subpoenas, and court orders involving vital records.
• Reviews and prepares impact and feasibility analyses on proposed legislation affecting vital records.
• In coordination with OSDH legal and administrative areas develops, recommends and maintains confidentiality, privacy, and data‑use policies and procedures for vital records data collection, processing, and dissemination.
• In partnership with OSDH administration ensures confidentiality, security, and privacy protections for the statewide vital statistics system, including compliance with state IT security standards and data‑governance requirements.
• Establishes strategic priorities, performance targets (e.g. customer service, timeliness, accuracy), implementation plans, and vendor management for the statewide vital records system.
• Develops and maintains a continuity of operations plan (COOP) to ensure uninterrupted vital records services during emergencies, including IT system recovery and essential service prioritization.
• Leads budget development and oversees financial operations in vital records, ensuring effective management of revenues, expenditures, contracts, and internal controls.
• Builds and maintains effective working relationships with federal agencies, other states, health care providers, funeral service professionals, and public and private partners to support consistent and compliant vital record practices.
• Ensures equitable access to vital records services, including ADA compliance, language access, and service‑delivery standards for the public.
• Provides leadership and guidance to satellite offices, ensuring alignment with statutes, rules, and statewide operational standards and procedures.
• Oversees fraud‑prevention and identity‑protection measures, including monitoring, reporting, investigation, and corrective action.
• Represents the vital records system publicly, including presentations, stakeholder communication, and support for public health reporting.
• Being present at the office is an essential function of the job.
• Other duties as assigned.

Other Duties

• Demonstrates knowledge of and supports mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior.
• Works effectively in team environment, participating and assisting their peers.

Minimum Qualifications:

• Bachelor's level education in a relevant discipline, i.e., Public Health, Public Administration, Health Care Administration, Business Administration, or Law/Policy/Regulation.
• 10+ years of managerial experience in health care, business or relevant operations.
• Experience in program management, including communicating goals, developing implementation plans, managing timelines, and overseeing budgets.
• Experience in managing vendors and operations reliant upon multifaceted technology systems, software and vendors, complex datasets and large volumes of records.
• Experience in making presentations, public speaking or trainings to large groups.
• Experience in records management and compliance with legal retention.
• Experience in data analysis, presentation and report preparation.

Preferred Qualifications:

• Master's level education in a relevant discipline, i.e., Public Health, Public Administration, Health Care Administration, Business Administration, or Law/Policy/Regulation.
• Preference for at least 3-5 years' managerial experience of which involves vital records operations.

Application Requirements:

• If education, certification or licensure is required to meet qualifications, applicants must provide documentation at the time of application.
• All applicants are subject to a background check and must be legally authorized to work in the United States without visa sponsorship.

Valued Knowledge, Skills and Abilities

• Demonstrated ability to lead a team, build consensus, and manage organizational change.
• Demonstrated ability supervising, motivating, and evaluating technical and administrative staff.
• Knowledge of a statewide vital record registration system, including data collection, processing, and retrieval procedures.
• Knowledge of state and federal laws governing vital records, confidentiality, data sharing, and public health statistics.
• Knowledge of public health statistics, epidemiology, demography, and statistical methods.
• Knowledge of management and leadership principles sufficient to direct human and fiscal resources to achieve program objectives.
• Knowledge of budgeting, contracting, and financial management processes.
• Knowledge of information technology and emerging technologies relevant to electronic registration and certification systems, and vendor management.
• Ability to present complex technical and scientific information clearly to diverse audiences.
• Strong oral and written communication skills.
• Strong interpersonal skills and the ability to build effective working relationships.
• Ability to de-escalate and manage conflict.
• Proficiency with word, spreadsheets, databases, presentation software, and internet‑based tools.
• Ability to lead and evaluate program performance, prioritize responsibilities, and coordinate supervisory, professional, and administrative staff.
• Ability to negotiate, persuade, and build consensus among stakeholders with competing interests.
• Ability to analyze and evaluate program and operational plans and outputs and make recommendations for improvement.

Physical Demands and Work Environment:

Work is typically performed in an office setting with climate-controlled settings and exposure to moderate noise levels. While performing the duties