Administrative Supervisor

Health & Human Services; North Carolina; Hybrid; USD 43,000 - 62,000; Full time

Job summary

The North Carolina Department of Health and Human Services, Division of Health Service Regulation, seeks an Administrative Supervisor to lead licensure operations for mental health services. You will oversee licensure processing, fee tracking, and staff supervision, serving as a primary contact for providers, the public, and agencies in a high-volume regulatory environment.

Strong communication, office administration, and data management skills are essential, as is experience guiding

Qualifications

• Office administration experience in a high-volume regulatory/licensing environment.
• Experience supervising administrative staff and guiding workflow.
• Strong written and oral communication skills for diverse stakeholders.
• Proficiency with Microsoft Excel, Access and Word for data tracking.
• Ability to manage multiple priorities with independent judgment.

Responsibilities

• Process initial, renewal, and change licensure applications and issue licenses.
• Review documentation for completeness and resolve deficiencies.
• Track licensure fees, monitor delinquent payments and eligibility.
• Maintain records and tracking systems for licensure activities.
• Respond to public records requests and provide program information.
• Supervise administrative staff and ensure quality customer service.
• Train staff on licensure processes and regulatory requirements.
• Update standard operating procedures for efficiency and compliance.
• Serve as primary contact for providers, public, and agencies.
• Prepare reports and administrative documents for management.

Skills

Office administration

Staff supervision

Communication

Data management

Regulatory knowledge

Education

High school diploma / GED

Tools

Excel

Access

Word

Job description

Agency Dept of Health and Human Services Division Health Service Regulation Job Classification Title Administrative Supervisor (S) Position Number 60054214 Grade NC10

About Us

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence.

Description of Work

The Administrative Supervisor provides administrative and operational support for the Mental Health Licensure and Certification Section, a statewide program responsible for licensing and regulating multiple mental health service types across two branches. The position manages licensure processing activities, oversees fee tracking and compliance coordination, supervises administrative support staff, and serves as a key point of contact for providers, the public, government agencies, and other stakeholders. Work includes ensuring the accuracy and timeliness of licensure actions, supporting public records and legal requests, maintaining administrative procedures, and coordinating activities that support the section's regulatory responsibilities. The position requires independent judgment, strong organizational skills, effective communication, and the ability to manage multiple priorities in a high-volume regulatory environment.

Key Duties Include:

• Process initial, renewal, and change licensure applications and issue licenses for approved services in accordance with established policies, procedures, and regulatory requirements.
• Review licensure documentation for completeness and accuracy and coordinate with program staff to resolve application deficiencies and outstanding requirements.
• Coordinate with financial and budget staff to track licensure fees, monitor delinquent payments and penalties, and determine application eligibility based on payment status.
• Maintain records and tracking systems related to licensure applications, fee collections, application status, and regulatory actions.
• Gather, compile, and disseminate records and documentation in response to public records requests, contested case hearings, and other authorized information requests.
• Supervise administrative support staff by assigning work, monitoring performance, providing guidance, and ensuring consistent delivery of customer service and administrative support functions.
• Train, mentor, and support staff in licensure processes, regulatory requirements, customer service expectations, and administrative procedures.
• Evaluate, update, develop, and implement standard operating procedures to improve efficiency, consistency, and compliance with program requirements.
• Serve as a primary point of contact for providers, consumers, government agencies, attorneys, advocacy organizations, and the public by responding to inquiries and providing program-related information and assistance.
• Prepare reports, correspondence, and administrative documents to support licensure operations, program administration, regulatory activities, and management decision-making.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $43,267.00 - $75,718.00

Recruitment Range: $43,267.00 - $61,800.00

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement. The Knowledge, Skills, and Abilities (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred: Proven expertise applying advanced office administration practices, utilizing effective oral and written communication to coordinate operations, respond to inquiries, prepare correspondence, and provide administrative support within a high-volume regulatory or licensing environment. Documented experience supervising and directing administrative support staff, including assigning work, monitoring performance, providing training and guidance, and ensuring timely completion of program objectives and customer service functions. Advanced proficiency organizing workflow, coordinating multiple business processes, establishing priorities, and managing competing deadlines to support efficient program operations and regulatory activities. Experience communicating and collaborating with employees, providers, members of the public, government agencies, attorneys, advocacy organizations, and other professionals to exchange information, resolve issues, and provide guidance regarding program requirements and processes. Skilled in using Microsoft Excel, Access, and Word to maintain databases, track licensing and regulatory activities, generate reports, analyze information, and manage multiple data systems simultaneously while ensuring accuracy and data integrity.

The Posting Will Close At 11:59 P.M. The Night Before The End Date

This Position Is Funded In Part Through Federal Funds

This Position Is Eligible For A Hybrid Work Option

About the Division of Health Service Regulation (DHSR)

The Division of Health Service Regulation oversees medical, mental health and adult care facilities, emergency medical services, and local jails. We check to see that people receiving care in these facilities are safe and receive appropriate care. We make certain that medical buildings are built only when there is a need for them.

About the Mental Health Licensure and Certification Section (MHL&C)

The Mental Health Licensure and Certification Section oversees the licensing and regulation of mental health, substance abuse, intellectual disability, and developmental disability facilities across North Carolina. These facilities include intermediate care facilities for individuals with intellectual disabilities, group homes, and day programs serving children and adults. The section conducts initial, annual, and complaint investigations and operates from a main office in Raleigh with a regional office in Black Mountain. It is organized into two branches: the ICF/IID Branch, which certifies intermediate care facilities for Medicaid participation, and the Mental Health Licensure Branch, which licenses and surveys mental health residential and day programs. Survey teams are based in Raleigh, Black Mountain, and Asheville, and consist of consultants from multiple professional disciplines who provide regulatory oversight across several counties.

Compensation and Benefits

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees. Visit the website for State Benefits.

Supplemental Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer that embraces an Employment First philosophy, which consists of complying with all federal laws, state laws, and Executive Orders. We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job. For more information about DHHS: https://www.ncdhhs.gov/. DHHS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position. In accordance with the Governor’s Executive Order 303, our agency supports second-chance employment for individuals who were previously incarcerated or justice-involved. We invite all potential applicants to apply for positions for which they may be qualified.

Minimum Education and Experience

High school diploma or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience, including one year as a lead worker OR An equivalent combination of education and experience.

EEO Statement

The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.

All job postings close at 11:59pm the night before the End Date on the posting.