Manager I - M&C Project Assistant (Facility Support Team)

TX-HHSC-DSHS-DFPS•Austin, TX

3d•$4,263 - $6,779•Hybrid

About The Position

Project Manager I - Project Assistant (PMI-PA) working in the Maintenance & Construction (M&C) Department, Facility Support Section manages a series of established projects for the Supported Living Centers and State Hospitals (the facilities) that collects, monitors, and reports on key maintenance and performance indicators. The PMI-PA is responsible to provide operational support to M&C related to management and data collection for mature projects including monitoring deliverables and facility reports. The PMI-PA will manage relationships with key stakeholders, create and/or collect, and deliver reports on deliverables, milestones and timelines. While projects change over time and will include a variety of projects to administer and support simultaneously, currently this position will hold primary responsibility for the administration of water quality projects, testing and reporting of the facilities, specifically related to lead/copper concentration levels, legionella program compliance, and testing and service vendor contract status information gathered from the facilities.

Requirements

Knowledge of project management theories and practices applicable to limited-scope projects; systems and procedures used to evaluate a third-party vendor’s performance; and local, state, and federal laws and regulations relevant to the administration of the project undertaken.
Skill in basic project management monitoring and in the use of a computer and applicable software.
Ability to exercise sound judgment in making critical decisions, to analyze complex information and develop plans to address identified issues, to demonstrate negotiation and facilitation skills, to identify project risks, to prepare reports and charts, to communicate effectively, and to assign duties and responsibilities and coordinate the work of project staff.

Nice To Haves

Experience producing reports from technical documents is preferred.
Experience with local, state, and federal, healthcare, or non-profit computer systems is preferred.
Experience working on building maintenance/construction projects is preferred.
Experience with water testing is preferred.

Responsibilities

Use predefined reports, testing results, and other project documents to coordinate with facility personnel, testing and servicing vendors, M&C personnel, and HHSC leadership to provide information on individual projects.
Reviews and determines that project submissions contain the required project information, and that the information meets the minimum reporting requirements.
Assist the principal project manager (PM III-Vs) in gathering information from drawings, invoices, project management plans, issue logs, inspection reports and other project documents, and reports that provide information about project cost.
Coordinates the gathering of project information into standardized reports with and to other state agencies, local cities counties, fire marshal’s or regulators as required.
Provides standardized HHSC forms, procedure and process documents to facility personnel and HHSC leadership and staff and provides instruction and training on the completion of the forms and required reporting.
Compiles project information from a wide-variety of project documentation and distributes standardized/preformatted monthly, quarterly and annual reports to HHSC leadership and M&C and facility teams, on the schedule and work completed.
Coordinates gathering and blending responses from HHSC and the facilities to highlight compliance issues with performance specifications that require further M&C involvement.
Assists in completing required documentation to initiate projects and create drafts - obtaining authorization from the appropriate HHSC leadership and personnel (including procurement and contracting services, and HHSC legal).