Senior Program Coordinator

2 weeks ago

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

Under the guidance of the Quality Improvement and Testing Support Branch manager, this role involves performing advanced consultative, coordinative, and technical assistance tasks.

The position entails planning, developing, managing, and overseeing continuous quality enhancement and technology advancement initiatives for the Medical Screening Unit.

Responsibilities include formulating program guidelines, policies, procedures, work plans, and timelines to achieve program objectives, assessing and prioritizing activities, and facilitating the development of processes in collaboration with stakeholders and departmental staff.

The role also involves planning, executing, and supervising additional projects and activities within the Unit. It requires providing laboratory data, statistical analyses, and written reports as requested by customers and legislative bodies. The position includes overseeing, organizing, and conducting complex data and statistical analyses, as well as preparing reports and action memorandums. Maintaining and enhancing overall customer satisfaction with Unit programs through effective communication is essential. The role also involves identifying suitable grants for the Medical Screening Unit to fund new or existing programs and activities, as well as composing and assisting in the submission of grant applications, reports, and scientific publications.

Developing and monitoring work plans, timelines, and deliverables to meet grant objectives, evaluating and prioritizing activities, and coordinating processes with stakeholders and departmental staff are key responsibilities.

Building and maintaining positive working relationships is crucial. The position operates under limited supervision, allowing for significant initiative and independent judgment.

Key Responsibilities:

Regular attendance and adherence to agency leave policies are required, along with performing other assigned duties.


1. Project Management (45%): Manages and coordinates continuous quality improvement, technology upgrades, and other projects for the Unit.

Plans, tracks tasks and resources, and organizes communication to ensure milestones are achieved within established timeframes, reporting progress to the Branch manager, Unit Director, and department management as needed.

Evaluates the effectiveness of programs and projects.

Identifies, develops, and implements effective methods to assess Unit programs and projects to ensure the highest quality of laboratory services.

Reports outcome measures of Unit programs and projects to the Branch Manager and Unit Director, identifying areas of noncompliance, deficiencies, and quality issues, and recommending appropriate changes.

2. Data Management (15%): Collects, compiles, and generates written reports of requested information and clinical data.

Oversees and conducts complex data extraction, statistical analyses, and report preparation related to laboratory and grant activities to support Unit programs and other laboratory clients.

Acts as the Unit's data management specialist, performing intricate data analyses of laboratory test volumes, test requesters, test results, testing supply cost expenditures, and trend analyses.

Ensures timely completion of reports and assignments.

3. Customer Service (20%): Provides assistance to customer service activities.

Effectively communicates and serves as a liaison within the laboratory and between the laboratory, vendors, and other state agencies regarding Unit activities to maintain and enhance overall customer satisfaction.

Builds and sustains positive working relationships.

Responds to the evolving needs of customers and actively gathers information from external stakeholders necessary for Unit programs and projects.

Consults with customers to ascertain needs and resolve concerns. Maintains knowledge of emerging technologies for identifying newborn disorders and provides updates to the Unit manager as necessary.

4. Collaborative Activities (15%): Plans, implements, and oversees other Unit and departmental collaborative activities in support of the Unit and Laboratory Services Section as required.

Responsibilities include achieving departmental goals and objectives, supporting agency-wide strategic plans, and developing, approving, and monitoring schedules, priorities, and standards for accomplishing departmental goals.

Identifies suitable grants for the Medical Screening Unit to fund new or existing programs and activities, prepares and organizes grant application submissions, develops timelines for grant deliverables, oversees compliance, maintains cost accounting records, and reports on grant activities.

5. Additional Duties (5%): Other responsibilities as assigned may include actively participating and/or serving as a Branch contact to fulfill the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation.

Such participation may necessitate alternate shift patterns and/or locations.

Consistently complies with laboratory, local, state, and federal guidelines to ensure a safe and functional laboratory environment.

Required Knowledge, Skills, and Abilities:
Understanding of public health laboratory roles.
Knowledge of microbiology, biochemistry, and chemistry laboratory testing.
Familiarity with Laboratory Information Management Systems.

Knowledge of departmental policies and procedures regarding personnel, budget management, fiscal accounting, purchasing, contracting, travel, and grants management.

Proficiency in email, word processing, project management, spreadsheet, and database software such as MS Outlook, MS Word, MS Project, MS Excel, MS PowerPoint, and Access.

Understanding of project management principles.
Skills in effective customer service practices.
Ability to synthesize and analyze complex information for various purposes.
Proficiency in problem-solving and conflict resolution.
Strong oral and written communication skills.
Skills in systems development, implementation, and evaluation.
Time management and planning abilities.
Experience in managing projects and public health programs.

Ability to prepare concise reports, develop and evaluate policies and procedures, and plan for necessary actions.

Proficiency in utilizing computer programs for spreadsheet analysis, database analysis, word processing, and Laboratory Information Management Systems.
Ability to conduct laboratory data analysis, including trend analysis.
Competence in gathering, assembling, correlating, and analyzing data to devise solutions to problems.
Ability to present complex information to diverse audiences.
Skills in developing policies, procedures, and concise reports.
Ability to organize and manage multiple tasks, prioritize workloads, and meet deadlines.
Ability to establish goals and objectives.
Skills in facilitating meetings and projects and working effectively with teams.
Ability to develop and maintain positive working relationships with managers, colleagues, and partners.
Capacity to adapt to a dynamic work environment.

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