Operations Coordinator

Important Recruitment Information for this vacancy

Job Posting closes: June 14th, 2026

Required documents uploaded by: June 14th, 2026

This position will support the Bureau of Public Health Services and the Bureau Director with general operations. This position is mostly responsible for grants and contracts review, routing, and approval, Bureau-wide bills and fiscal obligations, as well as completing special projects alongside the Bureau Director as assigned.

Kansas Department of Health and Environment:

Our agency is led by Secretary Janet Stanek, who was appointed by Gov. Kelly in Dec 2021. KDHE is comprised of three divisions: Public Health, Environment, and Health Care Finance (which includes the State’s Medicaid program, KanCare). We are the only agency in the nation to have these three entities under one roof which allows us to take a holistic approach to improving and protecting the health and well-being of all Kansans.

Verification of identity and employment eligibility to work in the United States is required by federal law. For a list of acceptable documents that establish these criteria, please refer to the federal Form I-9. KDHE does not provide sponsorships for this position.

E-Verify: Kansas Department of Health and Environment (KDHE) participates in E-Verify and will provide the federal government with your I-9 information to confirm that you are authorized to work in the U.S. For additional information regarding E-Verify, please click here. For additional information regarding Immigrant and Employee Rights (IER) please click here.

http://www.kdhe.ks.gov/

About the Position

• Who can apply: Anyone (External).
• Classified/Unclassified Service: Unclassified
• Full-Time/Part-Time: Full-Time
• Regular/Temporary: Regular
• Work Schedule: Monday-Friday, 8am-5pm (Flexible schedules available)
• Eligible to Receive Benefits: Yes
• Veterans' Preference Eligible: Yes
• Sponsorship: KDHE does not provide sponsorship for this position.

Compensation:

• Hourly Pay Range: $23-$28
• Salary can vary depending upon education, experience, or qualifications.

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the STAR Program

Retirement and deferred compensation programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary:

The position (K0247552)

Grant, Contract, and Fiscal Coordination. This position will lead administrative management of all Bureau grants, contracts, MOUs, and task orders, ensuring timely routing, accuracy, and compliance. Tracks grant timelines, amendments, reporting requirements, and fiscal implications to support proactive planning and accountability. Serve as the primary administrative liaison with procurement, legal, fiscal, and program staff. Prepare, review, and maintain contract documentation and administrative budget materials.

Leadership Support and Special Projects. Provide high-level administrative support to the Bureau Director, including leadership scheduling alignment, meeting preparation, Bureau communications and priority tracking. Manage special project requiring independent research, analysis, stakeholder engagement, and multi-step coordination. Develop project timelines, synthesize information, and prepare summaries, presentations, or briefing materials for leadership. Coordinate documentation and readiness activities for audits, legislative inquiries, public records requests, and federal reporting needs. Coordinates quarterly Bureau audits. Maintain strong working relationships with all areas within KDHE and facilitate support.

Job Responsibilities may include but are not limited to the following:

Documentation, Reporting, and Records Management. Maintain Accurate, organized records for grants, contracts, fiscal tracking, and administrative procedures. Prepare documentation for federal or state audits and internal reviews. Develop and update administrative manuals, checklists, and routing reference guides. Ensure document version control, naming conventions, and secure storage.

Bureau Administrative Systems & Process Improvement. This position will design and maintain standardized administrative processes, templates, workflows, and routing guides. Optimize routing paths for fiscal documents, agreements, and required reporting. Develop tracking systems or dashboards for grant cycles, contracts, invoices, and project milestones. Identify gaps in administrative processes and propose solutions using critical analysis.

Provide program support to BPHS staff as needed for administrative tasks (e.g., invoices, milestones, policy and guidelines, etc.). Assure the required processes to meet these requirements are developed and maintained through feedback collected from Leadership. Create working documents/ desk aids for BPHS staff to complete required tasks with grant report writing, especially with financial/ data reporting components. Assure training materials are developed and remain up to date,

Qualifications

• Education:
  • High School, GED
• Licensing & Certification:
  • Valid Driver's License - Incumbent is required to have and maintain a valid driver's license when operating a state vehicle, a private vehicle, or a rental vehicle for the benefit of the State.
• Minimum Qualifications:
  • Five years of progressively responsible administration experience related to grants, contracts, fiscal coordination, or complex workflow management. Experience supporting senior leadership or coordinating multi-step processes across teams. Experience developing or improving administrative systems or tools.
  • Word, Excel, PowerPoint, Access
  • Proofreading, editing, attention to detail
  • Ability to communicate effectively, orally, and in writing
  • Experience with gathering, reviewing, and tracking contracts and fiscal information
  • Advanced administrative and analytical skills
  • Strong critical thinking and problem-solving abilities
  • High-level organization and ability to manage multiple deadlines
• Preferred Qualifications:
  • Bachelor’s degree
• Post-Offer, Pre-employment Requirements:
  • Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law. If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions

Recruiter Contact Information

Name: Kyle Sanders

Email: kyle.sanders@ks.gov

Mailing Address: 1000 SW Jackson St. Suite 580 Topeka, KS 66612

Job Application Process

• First Sign in or register as a New User.
• Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.
• Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.
• Start your draft job application, upload other required documents, and Submit when it is complete.
  • Manage your draft and submitted applications on the Careers> My Job Applications page.
• Check your email and My Job Notifications for written communications from the Recruiter.
  • Email – sent to the Preferred email on the My Contact Information page
  • Notifications – view the Careers> My Job Notifications page

Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions"

Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

Transcripts

DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

• Resume
• Cover Letter

Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”

How to Claim Veterans Preference

Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.

Learn more about claiming Veteran’s Preference

How to Claim Disability Hiring Preference

Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.

Learn more about claiming Disability Hiring Preference

PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be sent either by fax to (785)296-7712, scanned and emailed to Gustavo.Victoriano@ks.gov, or can be mailed/delivered in person to:

ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Landon State Office Building
900 SW Jackson, Rm 401
Topeka, KS 66612

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.