Administrative and HR Coordinator

Job Description

Program Supervisor VI

The Administrative and HR Coordinator plans, directs and oversees human resources functions and daily administrative operations for the Center for Health Emergency Preparedness and Response (CHEPR). Functions include but not limited to travel, purchasing, information technology, training, bill analysis, legislative assignments and property management. Oversees the implementation of Health and Human Services Commission (HHSC) and Department of State Health Services (DSHS) policies and procedures. Advises CHEPR leadership team and staff on human resources and administrative policies and procedures. Develops policies and procedures to implement change or improvement or to comply with legislative changes. Plans and coordinates special and administrative assignments. Plans and coordinates legislative activities. Serves as a liaison for the section and develops working relationships with Health and Human Services Commission Human Resources, DSHS executive offices, Office of General Counsel, Executive and Staff Operations, and other divisions and sections in the agency. Serves on cross functional teams within CHEPR, the Division for Regional and Local Health Operations, and DSHS. Supervises the Center's Administrative Team which consists of three Administrative Assistant positions to ensure administrative support throughout the Center. Coordinates with the CHEPR Leadership team to provide oversight and direct the work of the administrative staff. Sets deadlines and monitors status to ensure timely and accurate completion of assignments.

This position actively participates in the State Medical Operations Center (SMOC) or State Operations Center (SOC) during a disaster response and/or recovery efforts and completes all training and exercise requirements. CHEPR supports DSHS’s mission of providing response support to the State Medical Operations Center and/or State Operations Center, requires staff to report onsite within two hours, and the ability to work 12-14 hours shift. Disaster response activations can require working in person, 7 days a week, for as long as 2-4 weeks.

This position is eligible for 1 to 4 days telework in accordance with agency and division telework policy. This position’s ability to telework will be determined by CHEPR leadership, RLHO policy, and agency and division telework policies. The position will be required to come into the office, as directed, to fulfill essential job functions and for any public health response activations.

Essential Job Functions

25% Plans, directs and oversees human resources functions. Provides consultative services and technical assistance to the CHEPR Director and leadership team related to human resource management actions including but not limited to preparation of position descriptions, requests to audit/reclassify positions, postings of vacant positions, selections, promotions, demotions, separations, employee conduct, compensation, work leave, performance, evaluations, disciplinary actions, administrative complaints, grievances, and reorganization. Oversees implementation and compliance with HHS human resource policies and procedures. Researches, interprets, and provides substantive policy analysis, consultative services and technical assistance to all staff on HHSC and DSHS administrative policies and procedures. Adapts existing or creates new procedures/methods to meet operating needs and/or legislative changes.

20% Plans and coordinates the preparation and development of senior-level correspondence and responses to assignments such as memos to the Commissioner and Executive Commissioner (Action, Advisory Committee Appointments, Information, Reports Publication Clearance, Staff Briefing, etc.), suspense assignments from various executive offices, legislative inquiries, requests for open records, requests for information and reports. Delegates assignments and provides instructions and tools necessary to produce quality responses. Tracks responses and ensures timely and accurate preparation of and response to assignments. Compiles, composes or edits final responses and ensures documents meet agency standards prior to submission to the Director. Plans and coordinates special and administrative assignments. Prepares routine and non-routine correspondence and reports as requested and in accordance with agency standards utilizing software programs such as Outlook, Excel, Word, PowerPoint, Adobe Suite, Visio, and SharePoint.

25% Plans and directs daily administrative operations of the section including but not limited to travel, purchasing, information technology, training, and asset and property management. Provides direction and resources necessary to ensure continuity of operations. Maintains continuous communication and coordination with the CHEPR Director, CHEPR leadership team and staff through the distribution of correspondence and by conducting/facilitating meetings and participating in senior-level meetings. Reviews and recommends improvements as needed regarding administrative operations by identifying and setting administrative goals and objectives and evaluating progress and outcomes.

5% Plans and coordinates legislative activities and develops strategies for effectively managing legislative affairs. Monitors legislative issues and the status of legislation impacting the Public Health Emergency Preparedness (PHEP) and Hospital Preparedness Program (HPP). Maintains continuous communication and coordination with the Director and CHEPR leadership team through the distribution of correspondence and by conducting/facilitating meetings on the status of legislation affecting important program issues. Works with managers and subject matter experts to develop written responses; prepare bill summaries and analyses; and develop and track implementation plans. Collects, analyzes and coordinates the submission of quarterly performance measure data, providing explanation of variance as needed.

20% Supervises the CHEPR Administrative Team which consists of three Administrative Assistants. Oversees and provides direction and resources necessary for day-to-day administrative operations, projects, and activities in the Center. Sets team goals by coordinating with the CHEPR Director and Leadership team and meeting with the administrative staff on a regular basis, coordinates and assigns work of the administrative staff and sets deadlines to ensure timely and accurate completion of assignments and to ensure administrative support throughout the Center. Coordinates telephone and office administrative coverage. Oversees planning and development of CHEPR meetings and trainings. Oversees and directs administrative activities including office administration, calendar management, coordination of meetings and other activities with program staff, departments, state and federal agencies, and external. Recommends merit increases and manages performance evaluation activities for direct reports.

5% Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligation for disaster response and/or recovery of Continuity of Operations (COOP) activation. Such participation may require an alternative shift and/or location.

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.

Knowledge of human resource administration.

Knowledge of information technology needs.

Skill in coordinating activities.

Skill In leading a team.

Skill in preparing/editing correspondence and reports.

Skill In proofreading the work of others and ensuring work products meet guidelines and expectations.

Skill In using the Internet, 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 the operation of administrative services functions.

Ability to communicate effectively verbally and in writing.

Ability to analyze complex issues, draw appropriate conclusions, and initiate· necessary actions to solve work problems.

Ability to deal tactfully with others and to establish and maintain effective working relationships.

Ability to exercise discretion, maintain confidentiality, and use sound, reliable and independent judgment.

Ability to plan, assign, and coordinate the work of others.

Ability to· organize and prioritize assignments and establish objectives and timelines in order to meet deadlines.

Ability to establish effective systems for delegating and tracking assignments.

Registration Or Licensure Requirements

n/a

Initial Selection Criteria

• At least three years of experience overseeing human resources and coordinating office functions.
• At least two years of experience developing and/or interpreting policies and procedures.
• Experience directing staff, providing guidance and feedback.
• Experience overseeing or managing administrative assignments.
• Experience developing written documents and reports.
  
  

Additional Information

Selection for Interview is based on quality of information in the summary of experience for each position listed on the employment application clarifying how applicant meets each Initial selection criteria. Meeting the Initial selection criteria does not guarantee applicant will be selected for an interview. The salary on this job posting reflects the minimum and maximum allowed; however, budget considerations may result in salary offers below the maximum of the posted range. Internal applicants are encouraged to review the HHS HR Policy Manual Chapter 7 Compensation: Salaries for certain inter-agency and intra-agency transfers.

MOS Code

42A, 42B, 70F, 120X, 641X, HRM10, MGT15, PERS, 0111

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In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

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