Vital Records Program Manager (WMS 2) DOH9015

About the role

This position offers a hybrid work arrangement, combining remote work with scheduled onsite work at the DOH facility in Tumwater, WA, approximately 2–3 days per week.

As the Vital Records Program Manager, you will lead Washington’s statewide vital records operations, overseeing the registration, amendment, preservation, and issuance of certified birth, death, fetal death, abortion, marriage, and divorce records. You will manage three service areas and about 30 staff through their supervisors, ensuring records are accurate, secure, timely, and compliant with state law and policy. You will set the program’s strategic direction, interpret legislation, establish statewide policy, and make complex decisions about record access, corrections, and potential fraud. You will also guide improvements to the technology and processes behind vital records, including the Washington Health and Life Events System (WHALES). Partnering with local health jurisdictions and state and federal agencies, you will promote consistent practices statewide while balancing public access, legal requirements, and the security of sensitive information. Your leadership ensures Washingtonians can rely on the records they need to establish identity and parentage, get a passport, enroll children in school, and access public benefits. These records also supply vital data that informs public health decisions across the state.

You bring sound judgment, strategic thinking, and a practical approach to leading complex operations. You can navigate sensitive issues, interpret requirements, and make thoughtful decisions when the path forward is not always clear. You value consistent, equitable service and understand the importance of protecting confidential information while ensuring people receive the records they are legally entitled to access. You lead through others, build strong working relationships, and look for ways to improve systems and services while keeping the needs of Washingtonians at the center of your decisions.

This role offers the opportunity to shape statewide policies, improve essential services, and lead a program with a direct impact on people across Washington. Your work will help ensure Washingtonians have access to accurate legal records when they need them, while protecting the integrity of vital records and maintaining reliable data that government agencies and public health programs depend on.

Responsibilities

• Lead statewide vital records operations, overseeing registration, amendments, preservation, and certification services to ensure accurate, timely, and legally compliant records.
• Direct program strategy, priorities, performance measures, and continuous improvement initiatives to strengthen service delivery, efficiency, and long-term sustainability.
• Develop and implement statewide policies and standards that promote consistent vital records practices across the Department of Health and Washington’s 39 local health jurisdictions.
• Manage three service areas through their supervisors, setting performance expectations, allocating resources, and addressing workforce and operational needs.
• Interpret laws, regulations, and legislation to guide policy decisions, assess operational impacts, and recommend changes to improve vital records administration.
• Oversee vital records technology and system improvements, working with technology teams and vendors to maintain and enhance systems that support statewide operations.
• Protect the security and integrity of vital records by establishing safeguards, conducting security reviews, addressing suspected fraud, and coordinating with law enforcement when needed.
• Resolve complex and sensitive customer issues, appeals, and legal-risk matters while managing contracts, interagency agreements, and program resources.

Qualifications

Required Qualifications — You must meet one of the following options and all additional criteria listed. Experience may have been gained through paid or unpaid activities.

• Option 1: Eight (8) years of progressively responsible experience managing, administering, or providing senior-level support to complex programs or operations involving regulatory requirements, compliance, public services, records administration, or similarly complex functions.
• Option 2: Bachelor’s degree or higher in public administration, business administration, public health, health administration, law, social sciences, or a closely related field AND four (4) years of experience managing, administering, or providing senior-level support to complex programs or operations involving regulatory requirements, compliance, public services, records administration, or similarly complex functions.

In addition to the above, the following knowledge, skills, and experience are required:

• Experience managing or administering complex programs or operations, including establishing program goals, priorities, standards, and service-delivery practices.
• Experience supervising teams or staff, such as providing guidance, coaching, onboarding, or coordinating workloads.
• Experience interpreting and applying laws, regulations, and policies to complex or non-routine program and operational issues.
• Experience developing and implementing operational policies, procedures, or process improvements that support effective and compliant program or service delivery.
• Experience working with complex administrative or information systems and supporting processes that ensure the accurate, secure, and compliant processing of information.
• Experience analyzing complex programs, policy, operational, or compliance issues, identifying risks and impacts, and developing recommendations for senior leadership.
• Experience partnering, working with, or collaborating with IT teams, system users, vendors, or technical staff either independently or as part of a cross-functional team to assess business needs and support system development, implementation, or enhancement.
• Experience building and maintaining partnerships with organizations, agencies, or community partners to support program coordination and service delivery.

Preferred qualifications

• Experience managing or implementing quality improvement initiatives to improve program operations, efficiency, or service delivery.
• Experience working in a vital records program or administering vital records services, including registration, amendment, certification, or management of vital records.
• Experience administering statewide, regional, or similarly large-scale government, public health, regulatory, records, licensing, or public service programs.
• Experience developing and monitoring program budgets, including developing budget proposals or making recommendations regarding resource needs and allocation.
• Experience managing contracts or vendor agreements, including monitoring deliverables, requirements, and performance and addressing issues when they arise.
• Experience managing supervisors or staff in a represented or unionized work environment.
• Knowledge of laws, regulations, policies, or standards governing vital records, public records, confidential information, identity records, or similar legally protected information.
• Master's degree in public administration, business administration, public health, or a related field.

Benefits

As a DOH employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance, with resources to support you now and help you plan for the future. Learn more about DOH benefits and what it’s like to work with us by visiting Work@Health.

Working conditions

Work Setting: The position’s assigned duty station is in Tumwater, Washington, and requires frequent in-person attendance at the Tumwater Town Center. When not working on-site, the position may work from home, a DOH office, or an alternate location. The work involves an open cubicle office setting, with daily exposure to paper, dust, ink, solvents, and other products associated with paper records. The position requires repetitive computer work for the majority of the workday, with exposure to hazards typically found in office environments. Work may also be required in stressful emergency response conditions.

Schedule: This position typically works 40 hours per week but may require additional hours to complete projects or assignments, meet