Veteran System Administrator

Classification: Exempt
Reports to: Senior Enterprise Administrator: Software and Applications
Date: November 2025

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

_____________________________________________________________________________

Summary/Objective 

The Veteran Administrator is responsible for full oversight of the organization's Electronic Health Record system and related applications.  This not only includes the day-to-day operations but also the planning for additional tools, modules, and products that will further support VOA’s operations through software.  An important component of this position is the collaboration with clinical and veteran leaders on the issues, solutions, and needs within the current and upcoming suite of software.

Essential Functions

• Lead the setup, configuration, and ongoing oversight of the organization’s Electronic Health Record (EHR) system.
• Project management, in concert with supervisor, of new or rebooted implementations
• Build and maintain customized EHR forms, workflows, and processes for multiple programs, including SSVF, HVRP, Staff Sgt. Fox, GPD, OP, and Residential.
• Monitor, triage, and resolve Help Desk tickets; escalate complex issues when necessary.
• Manage system administration for the organization’s EHR and related applications, including Bells AI, myHealthPointe Portal, LOCUS, and Order Connect NX.
• Develop, update, and maintain comprehensive training materials for the EHR and associated applications.
• Research and troubleshoot EHR issues to identify root causes, distinguishing between user errors, system bugs, or training needs.
• Perform system cleanup tasks such as merging duplicate records, discharging clients, closing inactive staff accounts, and re-routing documentation as needed.
• Create and manage reports to assist supervisors and terminating staff in completing pending tasks before separation.
• Collaborate with the finance team to ensure proper system security, permissions, and set up for their operational needs.
• Maintain data integrity by locking charts, securing deceased client records, and performing regular audits.
• Collaborate with veteran teams, data teams, fiscal departments, and clinical leadership to ensure seamless system operations.
• Test, install, and document system patches, software updates, and EHR or billing system upgrades.
• Provide technical support and guidance to internal users, including clinical staff, billing teams, and program personnel.
• Build and run reports or custom queries; manage and format report outputs using Excel.
• Partner with Netsmart AMS and technical experts to troubleshoot complex system issues and submit CASES and Innovations via the Netsmart Support Center.
• Manage EHR-related projects from planning through implementation, including timeline management, stakeholder coordination, and post-launch evaluation.
• Demonstrate leadership by mentoring staff, promoting collaboration across departments, and fostering a culture of continuous improvement and accountability.
• Always uphold strict confidentiality and data security standards.

Competencies

• Effective communicator with exceptional listening, written, verbal, and interpersonal abilities.

• Demonstrates ethical practice and sound judgment in all decisions and actions.
• Exhibits a calm and professional demeanor under pressure or during crises.
• Advanced troubleshooting and problem-solving skills with strong attention to detail.
• Highly proficient with computers, software systems, and Microsoft Excel, including data formatting and presentation.
• Demonstrated ability to learn new technologies and software applications quickly.
• Excellent organizational, prioritization, and time management skills; able to manage multiple tasks and deadlines effectively.
• Strong ability to verify requests for accuracy, appropriateness, and ethical compliance.
• Works effectively and respectfully with diverse staff, clients, and partner agencies.
• Demonstrates initiative, independence, and accountability in daily work.
• Strong organizational and project management skills
• Proficient in the use of computer software programs, including but not limited to Microsoft Suite
• Continuous demonstration of behaviors aligned with a posture of servant leadership and VOA’s Cultural values.

Supervisory Responsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. This position would require the ability to lift files, open filing cabinets, bend or stand on a stool as necessary, and perform work at a computer for extended periods.

Position Type/Expected Hours of Work

This is a full-time position.  Occasional evening and weekend work may be required as job duties demand. 

Travel

Travel to on-site locations throughout the catchment area will be required.

Required Education, Experience, or Eligibility Qualifications

• Bachelor's degree and two (2) years of experience in information technology systems administration or a closely related field, or associate’s degree and three (3) years of experience in information technology systems administration or a closely related field, or High School diploma and four (4) years of experience in information technology systems administration or a closely related field.

• Prior experience managing Electronic Medical Record (EMR)/Electronic Health Record (EHR) system(s)

Preferred Education and Experience

• A master’s degree and two (2) years of prior experience managing Electronic Medical Record (EMR)/Electronic Health Record (EHR) system(s)
• Veterans program experience strongly preferred
• Behavioral health/healthcare experience strongly preferred
• Current certification in CPM, Scrum Master, PMP, PMI-ACP, or ITIL
• Knowledge of computer operating systems, browsers, databases and applications

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.