Policy Program Coordinator

2 weeks ago

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

The Texas Department of Aging & Disability Services is seeking a qualified individual to assume the role of Policy Program Coordinator (Program Specialist V).

This role is appointed by and reports directly to the Senior Advisor to the Deputy Associate Commissioner (DAC) within the Office of Policy.

Members of this team engage in a variety of management and operational tasks, which include overseeing DAC correspondence and workload, collaborating across divisions to execute leadership-directed projects, providing comprehensive legislative coordination, and leading human resource services and operational functions.

This position is a key member of the team, responsible for coordinating, routing, and reviewing essential communications and deliverables vital for the effective operation of the Office of Policy.

Responsibilities include handling external stakeholder inquiries, addressing ad-hoc requests from agency leadership, and facilitating DAC reviews of materials produced by the office, such as memos, reports, and presentations.

The incumbent will interact closely with the DAC, managing internal communications, resolving high-priority issues and requests, and summarizing key information for DAC review.

This role promotes collaboration within the Medicaid and CHIP Services (MCS) division and across other divisions within the Texas Department of Aging & Disability Services, ensuring the delivery of high-quality work.

The selected candidate will gain significant insights into the Office of Policy and MCS processes, with the potential to positively influence the administration of one of the largest Medicaid programs in the nation, serving over 4 million Texans.

In addition to developing a thorough understanding of Texas Medicaid operations, the ideal candidate will be exposed to various areas of expertise within specific offices and teams, have the opportunity to engage with Texas Medicaid leadership, and thrive in a dynamic and challenging work environment.

This role demands flexibility, adaptability, and a commitment to teamwork in a fast-paced setting.

A crucial aspect of this position involves tracking, assigning, and responding to correspondence directed to the DAC mailbox, under the guidance of the Senior Advisor.

This includes proactively identifying Subject Matter Experts (SMEs) relevant to specific communications or assignments; relaying instructions and guidance from the Senior Advisor or DAC to SMEs; reviewing and suggesting edits to DAC responses requiring clarity; and maintaining a status summary of multiple projects, many of which may evolve based on leadership directives.

The Program Coordinator must demonstrate strong initiative, exceptional communication skills, the ability to cultivate and sustain professional relationships, outstanding organizational capabilities, reliability, and the capacity to implement directives and expectations set forth by the Senior Advisor and DAC.


Key Responsibilities:
(20%) Manage correspondence directed to the DAC for the Office of Policy. Assist in delegating tasks to appropriate Office of Policy SMEs. Develop external communication materials ensuring consistency with agency standards. Exercise discretion and sound judgment in managing correspondence and special projects. Collaborate with team members within the Office of Policy, MCS, and other divisions.

(20%) Serve as a liaison to other program staff and agencies regarding departmental programs and initiatives. Provide input, technical assistance, and guidance to staff (both internal and external) in the development and implementation of program changes and new initiatives.

(20%) Support the Senior Advisor and Deputy Associate Commissioner with daily operations and oversight of various administrative functions and initiatives. Prioritize, assign, track, monitor, and report on program initiatives led by peers throughout different stages of planning and implementation. Prepare responses to public, stakeholder, and legislative inquiries, and conduct legislative bill analysis as required.

(20%) Develop, review, and edit materials, conveying processes, procedures, and agency standards as necessary. Implement strategies to communicate projects and processes to HHS executive leadership. Identify potential project risks and challenges, create contingency plans, and design strategies to mitigate or avoid them.

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

(5%) Perform additional duties as assigned.

Required Skills and Abilities:
1.

Ability to work collaboratively as a team member in a fast-paced, deadline-driven environment, demonstrating the capacity to work effectively under pressure.


2.

Skill in synthesizing complex and technical information, translating it into clear and concise summaries for leadership review.


3. Excellent organizational skills and a strong attention to detail.

4.

Interpersonal skills, including the ability to negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships with personnel at various levels within governmental entities.


5. Ability to exercise sound judgment and work independently with minimal supervision.

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