Administrative Supervisor

State of North Carolina; Wake Forest (NC); Hybrid; USD 43,000 - 76,000; Full time

Benefits offered by this job

Hybrid work option

Job summary

The State of North Carolina, Department of Health and Human Services, Division of Health Service Regulation, seeks an Administrative Supervisor (S) to support the Mental Health Licensure and Certification Section. You will oversee licensure processing, fee tracking, and staff supervision in a high-volume regulatory environment.

This hybrid, full-time position requires strong organization, communication, and the ability to manage multiple priorities while ensuring compliance with program

Qualifications

• Experience supervising administrative staff in a high-volume regulatory or licensing environment.
• Proven ability to organize workflows, set priorities, and meet deadlines.
• Strong written and oral communication with providers, the public, and government agencies.
• Proficiency in MS Office applications (Excel, Access, Word) for data tracking and reporting.

Responsibilities

• Process initial, renewal, and change licensure applications and issue licenses per policy.
• Review licensure documents for completeness and coordinate with staff to fix deficiencies.
• Track licensure fees, monitor payments, and determine eligibility based on status.
• Maintain records and tracking systems for licensure applications, fees, and actions.
• Respond to public records requests and communicate findings as needed.
• Supervise administrative staff: assign work, monitor performance, provide guidance.
• Train and mentor staff on licensure processes and regulatory requirements.
• Develop and update standard operating procedures to improve efficiency and compliance.
• Serve as primary contact for providers, the public, and agencies with inquiries.

Skills

Office administration

Staff supervision

Workflow management

Communication

Data management

Tools

Microsoft Excel

Microsoft Access

Microsoft 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