Program Specialist VI

2 weeks ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Description:

The Texas Health and Human Services Commission (HHSC) Advisory Committee Coordination Office (ACCO) is seeking a highly qualified and organized candidate to join our team as the HHSC Executive Council Liaison and Appointments Specialist.

This position plays a critical role in fully supporting the HHSC Executive Council meetings in compliance with the law and agency policy.

Oversees the coordination of and facilitates HHSC Executive Council meetings and hearings; identifying needs, directing arrangements, and resolving issues associated with the meetings/hearings and utilizes core facilitation competencies using both content and process to facilitate meetings across the HHS system.

ACCO is responsible for managing the HHS system process for tracking and coordinating appointments to committees that must be made by the Health and Human Services (HHS) Executive Commissioner.

This position manages this appointment process.

ACCO staff are tasked with receiving and processing appointment applications, coordinating the review of applications, and tracking appointment expirations and unscheduled vacancies on advisory committees.

ACCO staff are well organized; able to multi-task; eager to continuously learn and improve; able to thrive in a challenging, fast-paced, and changing environment; and have excellent communication skills, a positive attitude, strong work ethic, and a desire to help others.

The ideal candidate will have experience and a strong commitment to process improvement, be proactive, enthusiastic, and an outstanding team player.

This role requires someone who is confident in meeting facilitation while being detail-oriented, highly organized, and fiercely committed to quality control and timeliness.

Success lies in the ability to manage multiple committees at various stages of the appointment process.

Essential Job Functions:

1 Serves as the main point of contact for advisory committee member appointments made by the HHS Executive Commissioner.

There are approximately 20-30 solicitations in progress at any time. Coordinates with the committee point of contact each step of the process. Ensures that templates remain approved by the Office of Chief Counsel, Ethics Office, Civil Rights Office, and Communications staff. Identifies members whose terms have expired or who have resigned. Drafts documents in accordance with approved templates based on the member tracking spreadsheet. Upon approval from the committee point of contact, enters the application into Salesforce. Coordinates with Salesforce and WebRequest staff to get solicitations posted. Keeps committee point of contact informed of the number of applications received and downloads into SharePoint. Processes extensions if needed. Sends out GovDelivery bulletins for initial posting, reminders, and extensions. Coordinates with the Civil Rights Office to identify minority entities that might be interested in each solicitation. Creates summary spreadsheet for each solicitation and provides to point of contact. Works with Director to process the appointment packets submitted with recommendations to the HHS Executive Commissioner. Conducts reference checks of recommended and alternate applicants.

In the Director's absence, ensures continuity in the workflow of the office, including coordinating with the Associate Director and representing the Director as needed.

Escalates issues as appropriate. (60%)

EJF 1 also includes the following (to comprise the 30%):

  • Utilizes project management practices to organize assignments. Project management skills are utilized to ensure that all phases of the solicitation are planned for and executed in a timely manner. Position will create timelines for each event to determine when things should be completed such as agendas, handouts, tools, and templates. Serves as an HHS System resource for HHS staff; provides guidance and technical assistance. Advises and provides guidance to HHS staff on the development and integration of new facilitation methods and procedures. Responds to internal and external requests for information. Develops and implements effective techniques for evaluating services provided by the office. Creates mechanisms, such as surveys, to solicit feedback to evaluate services provided by the office. Works with clients to solicit feedback. Makes improvements based on feedback received. Two examples of technical assistance are submitting the appropriate documents (external customers) and how to complete templates (internal customers)..
  • Consults with HHS management and program staff who utilize services to identify training needs, resolve problems and discuss program effectiveness. Develops and delivers system training on the appointments process. Develops HHS System standards for the appointments process. Develops system-wide and program policies, procedures, standards and manuals in accordance with the office goals and objectives. Specialist will assist in the development and maintenance of an appointment handbook as well as training manuals for staff development related to the support of advisory committees.
2.

Oversees the coordination of and facilitates HHSC Executive Council meetings, pre-meetings, and hearings; identifying needs, directing arrangements, and resolving issues associated with the meetings/hearings.

Serves as a production member in the HHS ACCO as needed to facilitate advisory committees that overlap such that multiple meetings are being planned, executed, and wrapped up at any one point in time.

As soon as one meeting ends, the preparation for the next meeting begins.

Utilizes core facilitation competencies:
meeting content and process, professional competencies: knowledge, skills and attitude.

Assists ACCO facilitators as needed to provide facilitation services for public meetings conducted by legislatively mandated and other advisory committees, councils and task forces administratively attached to two HHS agencies.

Develops an agenda for posting and scripts for the meeting and briefing meetings as well as a production agenda to address the flow of the meeting and who is responsible for each component, tools that will be used, and what core facilitation practices will be needed for each topic.

Attends meetings, actively facilitating the meeting to ensure that objectives are met, the meeting stays on track, and flows smoothly.

Continually touches base with client to adjust meeting plan according to needs and time available. Facilitator interfaces with the public on a frequent basis as the majority of meetings are public meetings.

After meeting, debriefs with client to determine gain feedback and address any areas of concern or issues for the upcoming meeting.

Creates meeting minutes to include all action items, deliverables, etc. (30%)

3. Identifies potential risks and difficulties with appointments, committees and other meetings.

Discusses any potential areas of concern or risks with Director and determines best strategies to prevent and/or minimize the impact of the concerns/risks.

Reports on project status in a timely manner. Specialist helps develop, evaluate, and continually improve communication with internal and external customers. (5%)

4. Manages or participates in special projects and other work as assigned. Prepares administrative reports at least monthly to track the work of the office. (5%)

Knowledge Skills Abilities:

  • Ability to monitor and report on appointment performance indicators.
  • Ability to prioritize time and manage multiple project deadlines.
  • Ability to negotiate competing interests of multiple parties, resolve conflicts, and build, establish, and maintain effective working relationships and communicate effectively in person, by phone and by email.
  • Skill in using facilitation skills to manage non-IT meetings.
  • Skill in problem solving and detecting potential issues and escalating to director as appropriate.
  • Skill in coordinating and collaborating across divisions.
  • Ability to work cooperatively and effectively in a team environment.
  • Ability to interpret and explain rules, regulations, policies, and procedures concerning HHSC advisory committees, and make recommendations for process improvements.
  • Ability to respond to and resolve customer issues and inquiries and report on project status.
  • Ability to learn new technology to conduct virtual meetings.
  • Ability to use Salesforce software utilized in soliciting applications and tracking AC members.
  • Knowledge of process improvement techniques and implementation.

Successful applicants will be proficient in the use of laptop computer, flash drives, and conference call equipment as well as office printer and copiers.

This individual will need to know not only how to utilize this equipment but how to transport and configure these items in various locations for whatever event they are called to manage.

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