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Operations Coordinator

1 month ago

Austin, Texas, United States Dept of State Health Services Full time
Job Description:

Under the general supervision of the Tuberculosis (TB) and Hansen's Disease Unit (Unit) Director, the Operations Coordinator will serve as the primary point of contact for the Unit. The incumbent will ensure compliance with applicable state and federal laws and regulations, as well as maintain confidentiality of protected health information.

Key Responsibilities:
  • Coordinate and monitor access to all vendor resources and unit databases.
  • Prepare and lead instructor-based or web-based training modules on applicable state and federal laws and regulations.
  • Review vendor invoices for accuracy and monitor vendor performance to ensure deliverables are met.
  • Develop and maintain all distribution lists.
  • Provide consultation and technical assistance to Unit staff and funded programs statewide on vendor performance, documentation, and operational issues.
Essential Job Functions:
  • (25%) Coordinate and monitor access to all vendor resources. Maintain log of all regional and local TB programs with approved access to vendor resources. Maintain and update distribution list of persons with approved access to vendor resources. Monitor use of vendor resources to ensure resources are only used by approved users. Monitor vendor performance and make recommendations to add or change vendors based on performance and Unit needs. Review vendor invoices for accuracy, log invoice approvals and rejections and submit to the financial analyst. Maintain documentation of all invoice approvals submitted to accounts payable.
  • (20%) Respond promptly to incidents in which federal and state laws and rules are not adhered to. Gather pertinent information on incidents and submit appropriate reports, following up when necessary. Work with appropriate federal and state authorities to address regulatory or statutory concerns. Develop and maintain TB and Hansen's disease confidentiality procedures to align with federal and state laws and regulations. Participate in updating Texas TB manuals.
  • (20%) Coordinate and monitor access of all approved federal and state databases for which the Unit has oversight responsibilities. Monitor use of and remove access to databases to prevent inappropriate use. Maintain current and complete distribution lists to guide access to and remove access to confidential databases. Develop and maintain procedures to access and remove access to all databases. Implement and monitor annual renewals to access all databases. Participate in progressive approvals to access databases. Provide courteous customer service to internal and external customers through preparation of oral and written responses that are accurate, clear, complete, and in full compliance with established policies and procedures.
  • (15%) Develop, conduct, and update annual trainings for Unit staff and funded programs. Work with local responsible parties (LRPs) and managers to ensure annual trainings are complete. Ensure training modules reflect updates from incidents received, changing technology, and federal and state requirements. Maintain log of all trainings and participants.
  • (15%) Conduct walk-through visits of program space and contractor offices to identify, document, and make recommendations for the remediation of conditions that are not in compliance with statutory and regulatory requirements. Provide guidance to LRPs, directors, team leads and managers to conduct monitoring activities to maintain patient confidentiality. Develop procedures and workflows that address emergent and routine business needs concerning confidentiality. Identify gaps and propose solutions as needed. Complete sections of grant applications and reports on confidentiality.
  • (5%) Other duties as assigned, including but not limited to actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge, Skills, and Abilities:
  • Knowledge of applicable laws, policies, and standards governing security, privacy and confidentiality of protected health information.
  • Knowledge of tuberculosis and Hansen's disease programs and related public health practices.
  • Knowledge of basic information technology operations and data security protocols.
  • Knowledge of social marketing, adult learning principles, and related effective communication strategies.
  • Skill in facilitation, liaison and advocacy techniques and practices.
  • Skill in training and educating groups and individuals.
  • Skill in developing training and informational materials for health care providers.
  • Skill in public speaking and presenting.
  • Skill in writing and editing.
  • Skill in researching, analyzing, and interpreting complex policies and legislation.
  • Skill in using MS Office Suite applications (e.g. Word, Outlook, PowerPoint, Publisher, etc.).
  • Skill in using spreadsheets (Excel).
  • Ability to provide technical advice on adherence to appropriate policies and procedures.
  • Ability to communicate ideas clearly and concisely, both written and orally.
  • Ability to devise solutions to administrative and fiscal barriers and problems.
  • Ability to meet strict deadlines, working under pressure with multiple projects and changing priorities.
  • Ability to gather, assemble, correlate and analyze facts.
  • Ability to prepare comprehensive, accurate reports.
  • Ability to anticipate, analyze and solve problems.
  • Ability to be an effective team member.
  • Ability to manage the workload and attend work regularly.
Registration or Licensure Requirements:
  • Current and valid Texas Driver's License.
Initial Selection Criteria:
  • Bachelor's degree from an accredited four-year college or university with coursework in public health, communications, public affairs, public administration, or a related field preferred.
  • Experience in coordinating and ensuring compliance with requirements and/or standards to maintain security and confidentiality of health data or other sensitive information and/or related public health functions.
  • Experience in providing technical assistance and/or training on administrative policies and procedures.
Additional Information:
  • Must be legally authorized to work in the U.S. without sponsorship.
  • The salary offered will follow DSHS starting salary guidelines. Any employment offer is contingent upon available budgeted funds.
  • Applicants invited to an interview will be administered a skills test as part of the interview process.
  • Must be willing to travel at least 20% of the time.
  • Must be willing to work outside the normal work schedule if needed.