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Human Resources and Administrative Operations Manager
2 months ago
**Program Supervisor VI**
The Human Resources and Administrative Operations Manager is responsible for strategizing, directing, and managing human resources activities and daily administrative functions for the Texas Department of Aging & Disability Services.
Key responsibilities encompass travel coordination, procurement, information technology management, training initiatives, financial analysis, legislative tasks, and asset management.Ensures adherence to policies and procedures set forth by the Health and Human Services Commission (HHSC) and the Department of State Health Services (DSHS).
Provides guidance to the leadership team and staff regarding human resources and administrative protocols. Develops and implements policies and procedures to facilitate improvements or comply with legislative updates. Plans and organizes special projects and administrative tasks.Acts as a liaison for the section, fostering collaborative relationships with Human Resources at HHSC, DSHS executive offices, Office of General Counsel, Executive and Staff Operations, and other relevant divisions.
Participates in cross-functional teams within the department and collaborates with various divisions to enhance operational efficiency. Supervises the Administrative Team, which includes three Administrative Assistants, ensuring comprehensive administrative support across the department. Coordinates with leadership to oversee and direct the administrative staff's work, establishing deadlines and monitoring progress for timely completion of tasks.Essential Job Functions:
**25%** Directs and manages human resources functions.
Provides consultative services and technical support to the department's Director and leadership team concerning human resource management activities, including but not limited to position descriptions, audits, recruitment, promotions, separations, employee conduct, compensation, leave management, performance evaluations, disciplinary actions, and organizational restructuring.
Oversees compliance with HHS human resource policies and procedures.Conducts research, interprets, and delivers substantial policy analysis, consultative services, and technical support to all staff regarding HHSC and DSHS administrative policies.
Adapts existing procedures or formulates new methods to meet operational needs and legislative changes.**20%** Plans and coordinates the preparation and development of high-level correspondence and responses to assignments, including memos to the Commissioner and Executive Commissioner, suspense assignments from executive offices, legislative inquiries, and information requests.
Delegates tasks and provides necessary resources to ensure quality responses. Monitors progress and ensures timely and accurate preparation of assignments. Compiles, composes, or edits final responses, ensuring compliance with agency standards prior to submission.Prepares routine and non-routine correspondence and reports as requested, utilizing software such as Outlook, Excel, Word, PowerPoint, Adobe Suite, Visio, and SharePoint.
**25%** Oversees daily administrative operations, including travel, procurement, information technology, training, and asset management.
Provides direction and resources to ensure operational continuity.Maintains ongoing communication and coordination with the department's Director and leadership team through correspondence and meetings.
Reviews and recommends enhancements to administrative operations by establishing goals and objectives and evaluating outcomes.
**5%** Plans and coordinates legislative activities, developing strategies for effective management of legislative affairs.
Monitors legislative issues and the status of legislation affecting Public Health Emergency Preparedness (PHEP) and Hospital Preparedness Program (HPP).
Maintains continuous communication with the Director and leadership team regarding legislative developments impacting program issues.
Collaborates with managers and subject matter experts to create written responses, prepare bill summaries, and develop implementation plans.
Collects, analyzes, and coordinates the submission of performance measure data, providing explanations for variances as necessary.**20%** Supervises the Administrative Team, which includes three Administrative Assistants. Provides direction and resources necessary for daily administrative operations, projects, and activities within the department.
Sets team objectives by collaborating with the Director and leadership team, regularly meeting with administrative staff to coordinate and assign tasks, ensuring timely and accurate completion of assignments.
Coordinates telephone and office administrative coverage. Oversees the planning and execution of departmental meetings and training sessions.Directs administrative activities, including office management, calendar coordination, and collaboration with program staff, departments, state and federal agencies, and external partners.
Recommends performance evaluations and manages evaluation activities for direct reports.**5%** Additional duties as assigned may include participating in or supporting the agency's obligations for disaster response and/or Continuity of Operations (COOP) activation, which may require alternative shifts or locations.
Knowledge Skills Abilities:
Knowledge of program and policy planning, development, implementation, and evaluation.
Knowledge of HHS and DSHS policies, procedures, and administrative processes.
Knowledge of legislative and appropriations processes.
Knowledge of office management principles.
Knowledge of human resource administration practices.
Knowledge of information technology requirements.
Skill in coordinating activities effectively.
Skill in leading teams.
Skill in preparing and editing correspondence and reports.
Skill in proofreading and ensuring compliance with guidelines and expectations.
Skill in utilizing software such as Outlook, Excel, Word, PowerPoint, Adobe Suite, Visio, and SharePoint.
Ability to provide technical assistance.
Ability to interpret and apply policies and procedures.
Ability to make decisions affecting administrative services operations.
Ability to communicate effectively, both verbally and in writing.
Ability to analyze complex issues, draw appropriate conclusions, and initiate necessary actions to resolve work problems.
Ability to interact tactfully with others and establish effective working relationships.
Ability to exercise discretion, maintain confidentiality, and use sound judgment.
Ability to plan, assign, and coordinate the work of others.
Ability to organize and prioritize assignments and establish objectives and timelines to meet deadlines.
Ability to develop effective systems for delegating and tracking assignments.
