Office of Policy Program Coordinator

4 weeks ago

Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Texas Health and Human Services Commission (HHSC) Medicaid and CHIP Services (MCS) division seeks a highly qualified candidate to fill the Office of Policy Program Coordinator position (Program Specialist V). This position is selected by and reports to the Senior Advisor to the Deputy Associate Commissioner (DAC) in the MCS Office of Policy. Staff on this team perform various management and operational efforts, including overseeing DAC correspondence and workload, engaging across divisions to implement leadership directed projects, providing office-wide legislative coordination, and leadership on human resource services and operational functions.

This position is highly visible team member and is responsible for coordinating, routing, and reviewing deliverables and communication essential for the proper functioning of the Office of Policy. Examples include but are not limited to external stakeholder requests, ad-hoc agency leadership requests, and DAC review of office created materials like memos, reports, and presentations. The position will communicate and work directly with the DAC by managing internal correspondence, achieving resolution to high priority issues and requests, and helping distill key summary information required for DAC review. This position fosters coordination within MCS and across other divisions in HHSC to produce high quality work.

The selected candidate will have considerable opportunity to learn Office of Policy and MCS processes and is positioned to positively impact the administration of one of the largest Medicaid programs in the country, providing services to over 4 million Texans. In addition to gaining a deep understanding of Texas Medicaid processes, the top applicant will be exposed to domains of expertise for specific offices and teams, the ability to interface with Texas Medicaid leadership, and an exciting and demanding work environment. The job is fast paced, and top candidates must have flexibility, adaptability, and a willingness to participate as a member of a supportive team.

A key function of this position includes tracking, assigning, and responding to correspondence sent to the DAC mailbox under the supervision and direction of the Senior Advisor. This effort includes proactively identifying Subject Matter Experts (SMEs) with knowledge relevant to specific communication or assignments; relaying direction and guidance to SMEs from the Senior Advisor or DAC; reviewing and proposing edits to responses provided to the DAC that require clarity; and tracking and maintaining status summary of multiple projects, many of which may shift mid-stream based on leadership direction.

The Program Coordinator must have strong initiative, excellent communication skills, ability to build and maintain strong professional relationships, excellent organizational skills, be highly reliable, and be able to implement direction and expectations laid out by the Senior Advisor and DAC.
Essential Job Functions:
(20%) Manages correspondence to the DAC for the Office of Policy. Assists in the assignment of work to appropriate Office of Policy SMEs. Develops external communication materials and ensures communication to HHS executive leadership, internal, and external stakeholders is consistent with agency standards. Exercises discretion and sound judgement in the management of correspondence and special projects. Coordinates with team members within the Office of Policy, MCS, and other HHS divisions.

(20%) Acts as liaison to other program staff and other agencies concerning programs and initiatives being managed by the department. Provides input and technical assistance and guidance to staff (internal and other HHS agencies) in the development and implementation of program changes and new initiatives.

(20%) Assists the Senior Advisor and Deputy Associate Commissioner with daily operations and with overseeing a variety of administrative functions and specific initiatives. Prioritizes, assigns, tracks, monitors, and reports on program initiatives led by peers throughout the various stages of planning and implementation. Prepares responses to public, stakeholder, and legislative inquiries, and performs legislative bill analysis as assigned.

(20%) Develops, reviews, and edits materials and conveys processes, procedures, and agency standards as needed. Implements plans to communicate projects and processes to HHS executive leadership. Identifies potential project risks and difficulties, creates risk contingency plans, and designs strategies to mitigate or avoid them.

(15%) Assists the DAC or Senior Advisor with special projects. Collaborates with other organizational areas within MCS and with other HHS agencies. Prepares quality research, analysis, and written updates, summaries, and other documents as assigned. Develops materials for the preparation or in follow up to workgroups and meetings conducted with internal and external stakeholders. Assists Office of Policy staff with the development of program options impacting HHSC agencies, including option development, timelines, and fiscal impact analyses.

(5%) Performs other duties, as assigned.
Knowledge Skills Abilities:
1. Ability to work cooperatively as a team member in a fast-paced, deadline-oriented environment and demonstrated ability to work with people under pressure.

2. Skill in synthesizing complicated and technical information and translating it into easily understandable and concise summary information for leadership review and understanding.

3. Excellent organizational skills and strong attention to detail.

4. Skill in interpersonal relationships, including the ability to work with people under pressure, negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships with various level personnel in governmental entities.

5. Ability to exercise judgment and work independently with minimum supervision.

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