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Senior Manager of Operations

2 months ago

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

Manager IV
**This role offers the possibility of full-time remote work and may be positioned statewide.
  • The Manager IV undertakes intricate (senior-level) managerial, consultative, and advanced project management responsibilities overseeing the daily functions and initiatives that support the services linked to Children Without Placement (CWOP).

    Responsibilities include supervising the work of others, executing, and managing extensive and/or high-value contracts by defining requirements and engaging in negotiations, awarding, developing, and monitoring budget expenditures for contracts.

    This position involves setting goals and objectives; formulating guidelines, procedures, and policies; creating schedules, priorities, and standards for achieving set objectives; coordinating and assessing business functions, divisions, or departmental activities; formulating and evaluating budget requests; and overseeing budget expenditures.

    Operates under limited supervision, with considerable latitude for independent judgment and overseeing the work of others.



Key Responsibilities:

Key Responsibilities:

  • Directs daily operations of staff within a business function(s), division(s), or department(s).
  • Supervises the provision of CWOP services.
  • Offers guidance and oversight to direct reports.
  • Manages invoicing, payment processing, and ensures timely payments.

  • Reviews and evaluates statements of work (SOW), including specifications,
key performance indicators, and special terms and conditions for the creation of new or modified contracts.

  • Reviews and assesses the development of contracts or amendments based
on provider resources, required services, information provided by bidders, and related procurement specifications.

  • Evaluates and approves vendor packages, ensuring all necessary
documentation is accurate and processing timelines are adhered to before contract execution.

  • Establishes goals and objectives; formulates and approves schedules, priorities, and standards for achieving objectives; and manages evaluation processes.
  • Prioritizes and assesses workloads for self and direct reports to ensure
critical tasks are managed effectively and other responsibilities are completed in a timely manner.

  • Sets, tracks, and communicates project deadlines.
  • Develops short- and long-term goals and strategies aimed at enhancing CWOP contracts.
  • Cultivates staff skills, provides ongoing feedback, and conducts annual
performance evaluations for direct reports.

  • Collaborates with executive management to devise strategic plans and long- and short-term objectives for the department.
  • Acts as the primary liaison between agency leadership, division leadership,

contractors, stakeholders, and customers to ensure executive management is informed on program matters and feedback is integrated.


  • Directs, manages, and reviews compliance with all relevant federal and state laws, as well as agency policies and guidelines.
  • Develops and implements methodologies for evaluating business function, division, or department activities.
  • Oversees the creation, negotiation, execution, evaluation, and monitoring of contracts.
  • Manages advanced contract risk assessment.
  • Monitors contract performance by reviewing billings, fiscal data, performance, and eligibility determinations for adherence to contract terms; resolves audit discrepancies by identifying error causes and recommending solutions.
  • Plans and formulates a budget, assesses budget requests, monitors budget
expenditures, and makes adjustments as necessary.

  • Analyzes expenditure data and forecasts to ensure proper fund utilization.
    • Provides input on contract budgets and budget allocations for proposed
    contract agreements, manages, coordinates, and monitors budget allocations, and suggests alternatives when appropriate.

    • Plans, implements, coordinates, monitors, and evaluates policies and procedures; and ensures compliance with established policies and procedures.
    • Organizes, plans, directs, and manages the program to meet agency/program objectives and ensures compliance with regulations, policies, and procedures.
    • Reviews procurement and contract documents to guarantee compliance with
    relevant policies and applicable federal, state, and local laws.

    • Prepares management and productivity reports; reviews and approves
    documents and reports generated by employees to ensure professional quality and accuracy, appropriate content, consistency, and responsiveness.

    • Coordinates quality assurance activities to ensure policy adherence.
    • Prepares data for leadership as required.
    • Reviews and approves procurement documents, contract documents,
    contract reports, and legal documents to ensure the accuracy of the information and professional quality.

    • Identifies areas requiring change and makes recommendations to enhance
    operations.

    • Develops new program policies or modifies existing policies as necessary based on operational or administrative needs.
    • Utilizes trends and patterns identified with contractors and escalates and makes
    recommendations on ways to improve processes and operations.

    • Oversees any corrective actions until contract compliance is achieved.
    • Provides technical expertise and guidance regarding inquiries related to the business function, division, or department.
    • Prepares and delivers presentations to internal and external stakeholders to
    ensure the agency's goals and strategic objectives are understood and operationalized.

    • Prepares correspondence and reports according to established procedures.
    • Represents the agency at contract planning sessions, committees,
    workgroups, and meetings to address significant issues.

    • May oversee the implementation of changes resulting from new legislation.
    • Interprets federal regulations, state statutes, agency administrative rules, and
    policies.

    • Reviews relevant legislation, including tracking legislative bills.
    • May oversee special investigations, program analyses, research studies, and
    internal audits.

    • Coordinates the investigation and resolution of discrepancies, complaints, or disputes by negotiating settlement agreements or by canceling or terminating contracts as needed or upon request.
    • Resolves audit discrepancies by determining causes of errors and
    recommending appropriate corrections and assessing program outcomes.

    • Supervises the work of others.
    • Oversees the work of direct reports.
    • Provides guidance to direct reports on contract content and requirements.
    • Coordinates the development and training of staff regarding contract
    management roles and responsibilities.

    • Oversees the daily management of a contract development and management team.
    • Responsible for the recruitment and selection of new staff, assigning work,
    conducting performance evaluations, recommending personnel disciplinary actions, and scheduling and approving leave.

    • Performs related duties as assigned.
Knowledge, Skills, and Abilities:

  • Familiarity with local, state, and federal laws and regulations pertinent to a
business function, division, or department; and the principles and practices of public administration and management.

  • Understanding of contracting regulations, contract development, basic
accounting and budgeting principles, negotiating contracts, contract monitoring, and contract closeout processes.

  • Knowledge of local, state, federal laws, and basic legal concepts related to contracting and procurement.
  • Proficiency in procurement and contract management and administration
principles, policies, and procedures.

  • Awareness of leadership practices.
  • Skill in utilizing logic and reasoning to identify the strengths and weaknesses of
alternative solutions, conclusions, or approaches to problems; and the use of
a computer and relevant software.

  • Proficiency in the use of a computer and relevant software such as IMPACT,
SCOR, CAPPS 2.0, CAPPS FIN, and SharePoint.

  • Competence in problem-solving and conflict resolution.
  • Ability to manage multiple projects, prioritize competing demands, and meet
tight deadlines.

  • Proficient in effective communication both verbally and in writing.
  • Capability to manage business function, division, or department activities; to
establish goals and objectives; to devise solutions to administrative

challenges; to develop and evaluate administrative policies and procedures; to prepare reports; to communicate effectively; and to supervise the work of others.


  • Ability to lead or facilitate workgroups and serve as a lead worker providing direction and guidance to others.