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Division Operations Manager

Date Posted:  Oct 12, 2021
Requisition ID:  270681

Indianapolis, IN, US, 46204


Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.


About the Indiana Department of Health (IDOH):  
The Indiana Department of Health’s mission is to promote and provide essential public health services for a healthier and safer state.


Salary Information:
This position traditionally starts at an annual salary of $37,778.00 but may be commensurate with education and job experience.

About the Job:

The Immunization Division is one of six divisions within the Public Health Protection and Laboratory Services Commission of the Indiana State Department of Health (ISDH).  The ISDH Immunization Division is one of 61 states and US territories funded through a cooperative agreement with the Centers for Disease Control and Prevention (CDC) to develop, implement, assess, and promote immunization-related activities with the goal of achieving and sustaining high immunization coverage, reducing vaccination disparities, and reducing the incidence of vaccine preventable diseases.  The ISDH Immunization Division is committed to the prevention of disease, disability, and death among Hoosiers across the lifespan through a collaborative approach to improve vaccination coverage and access to vaccines. 

The Immunization Division is organized into four sections consisting of 33 staff: Immunization Information System (IIS) Operations, Division Operations, Vaccine Access and Management, and Immunization Assessment and Promotion. The ISDH Immunization Division Operations Manager position is part of the division operations section and leadership team. This position reports directly to the Division Director.   

The position works within ISDH and CDC policies and procedures related to immunization program contracts, interagency agreements, grants, and cooperative agreements to include proposal development, fiscal management, reconciliation, audit, fund accounting, budget development and monitoring, reporting and analysis. Additionally, this position supports workforce development planning and staff onboarding needs of the division in partnership with the division leadership team members. 

A Day in the Life:

​The essential functions of this role are as follows: 

Financial Management and Accounting (50%)

  • Provides oversight responsibilities related to the initiation, administration, and/or close-out of contracts, interagency agreements, grants, cooperative agreements, and other funding mechanisms
  • Reviews, monitors, and reconciles financial activity for local health department grants, cooperative agreements, and contracts with external partners and vendors
  • Executes, tracks, and monitors contracts with external partners
  • Reviews, verifies, approves, and records all invoices against contracts
  • Assesses and monitors line item expenditures
  • Adjusts allocations and funding sources as needed, with Division Director approval
  • Coordinates with leadership to approve financial expenditures to ensure fiscal compliance with agency policy and procedure, including funding categories as determined by CDC

Reporting and Analysis (20%)

  • Review all division financial reports at least monthly and analyze fiscal data for anomalies
  • Deliver routine and ad-hoc financial reporting for assigned accounts to Division Director
  • Provide budget updates for cooperative agreement performance reports
  • Participate in and coordinate formal and informal budget/fiscal reviews and audits

Budget (10%)

  • Participates in budgetary planning of division projects 
  • Prepares budgets and associated justifications for proposals and assigned projects/grants
  • Coordinates the development of annual operating budgets
  • Ensures budget deadlines are met
  • Coordinates fiscal year-end close out

Workforce Development (10%)

  • Assists the leadership team in the development, implementation, and ongoing management and evaluation of workforce/succession planning including:
    • the determination of the general and public health competencies required by critical positions,
    • coordination of a workforce/leadership development plan based on the needed competencies,
    • identification and partnership with resources to provide necessary training, and 
    • coordination of staff training to build a leadership bench
  • Leads and coordinates new staff hiring and onboarding process in collaboration with the Administrative Assistant and hiring supervisor
  • Service Delivery and Professional Development (5%)
  • Participates in continuing education and training opportunities related to agency policy, CDC policy, and financial management best practices
  • Participates in division events, meetings, projects, and initiatives 

Other duties as assigned (5%)

  • Supports vaccine-preventable disease outbreak response efforts, as requested

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.  ​

What You'll Need for Success:

Required Qualifications

  • Bachelor’s degree in accounting, business, public administration, finance, economics, or a related field,  and
    • At least three (3) years of related financial management experience,  or 
    • A combination of related education and work experience to equal six (6) years.
  • Fiscal experience including accounting, budget development and monitoring, fund accounting, and auditing.
  • Experience with the financial management, oversight and monitoring of complex budgets and contracts.
  • Familiarity with Federal granting agencies such as CDC.
  • Knowledge of federal and state budget processes and funding mechanisms.
  • Advanced computer skills including spreadsheet development and maintenance using Excel.
  • Experience managing and prioritizing multiple tasks and timelines in an environment with shifting expectations and priorities.
  • Experience developing and maintaining working relationships with federal, state, regional, and local agencies.

Desired Qualifications

  • Knowledge of federal contract processes and other funding mechanisms required to award, administer, and monitor immunization programs.
  • Experience with the federal grant proposal development process.
  • Experience developing and maintaining working relationships with local public health departments.


Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages 
  • Wellness program (offers premiums discount for the medical plan) 
  • Health savings account (includes bi-weekly state contribution) 
  • Deferred compensation account (similar to 401k plan) with employer match 
  • Two (2) fully-funded pension plan options 
  • Group life insurance 
  • Employee assistance program that allows for covered behavioral health visits 
  • Paid vacation, personal and sick time off 
  • Competitive leave policies covering a variety of employee needs 
  • 12 company paid holidays, 14 on election years 
  • Qualified employer for the Public Service Loan Forgiveness Program 
  • New Parent Leave 
  • Free Parking 
  • Free LinkedIn Learning 


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis