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Project Coordinator

2 months ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Project Coordinator reports to the Director of the Project Advisory and Coordination Team (PACT) within the Strategic Business Office (SBO) under the Chief Medicaid and CHIP Services (MCS) Officer. The individual in this position performs coordination and facilitation activities to support project governance and project management best practices within MCS.

Performs coordination and facilitation on the initiation and planning of projects; execution of the work to complete project objectives; monitoring progress and schedule of projects; conducting risk and issue management, and communicating with stakeholders, management, and other relevant parties.

Performs quality assurance, technical guidance, and customer service services to support portfolio processes for Medicaid and CHIP Services.

Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Essential Job Functions:
(30%) Coordinates organizational and management tasks across MCS and agency areas that support the efforts of projects, initiatives, decision-making, deliverable development, or problem solving solutioning. Serves in a coordinator capacity to provide support to project managers to initiate, coordinate, plan, evaluate, and execute projects using accepted project management methodologies and tools including Smartsheet. Manages and tracks action items, decisions, risks, issues, and assumptions. Assists with managing and addressing critical risks and issues. Assists with ensure project deliverables are acceptable and meet established standards. Assists with maintaining and distributing project documentation. May be assigned to lead a project.

(25%) Serves on the governance team supporting project leadership (sponsors and project managers) across Medicaid and CHIP Services (MCS) to deliver change driven by legislative initiatives and projects. Supports the MCS governance portfolio framework including the planning, prioritizing, and scheduling of legislative initiatives and projects across portfolios, including setting up and maintaining reporting cycles across governance forums. Facilitates seamless transition of legislative initiatives and projects across MCS governance portfolios through the legislative initiative lifecycle from intake, implementation, readiness, monitoring, and closeout.

(25%) Conducts quality reviews on governance reports and documents submitted by MCS department members. Ensures reporting is accurate, clear, concise, complete, relevant for intended audience, and timely. Maintains and analyzes performance data to help ensure compliance with proper reporting protocols. Works with MCS staff to address compliance for governance reporting.

(15%) Facilitates and leads MCS governance and project meetings and forums. Develops and distributes agendas, meeting notes, and conducts other administrative duties to support MCS governance processes. Coordinates groups to ensure seamless transition of legislative initiatives/projects across governance portfolios from intake, implementation, readiness, and lessons/closeout. Provides project portfolio performance-related metrics to leadership on a routine schedule, or as requested.

(5%) Performs other duties as assigned including but not limited to providing administrative assistance support with disaster response activities, research, planning team engagement events, or working on process improvement or other special projects. Knowledge Skills Abilities:
• Experience and knowledge of project management best practices and processes.
• Ability to communicate effectively, in written and oral communication.
• Ability to engage and motivate project team members.
• Strong listening skills and ability to synthesize conversations into key takeaways in a timely fashion.
• Knowledge and experience in facilitating and leading meetings, large and small.
• Skill in developing and delivering presentations.
• Experience in negotiation among multiple parties.
• Experience in holding team members accountable to meet their project deliverables.
• Ability and experience in maintaining positive and effective working relationships.
• Experience working with leadership staff and project sponsors.
• Experience with facilitating decision making with project sponsors.
• Ability to resolve conflicts; to navigate and resolve disagreements among team members effectively; to manage emotions in challenging situations.
• Intermediate skill in use of Microsoft Suite including SharePoint, Word, Excel, PowerPoint, and Visio.