Operations and Administrative Coordinator (PS III)

TX-HHSC-DSHS-DFPS • Austin, TX

2d • Onsite

About The Position

The HHSC Medicaid & CHIP Services (MCS) Division seeks a highly qualified candidate to serve as the Strategic Business Operations (SBO) Operations and Administrative Coordinator. MCS is driven by its mission to deliver quality, cost-effective services to Texans. This position plays a critical role in supporting the SBO team and coordinating key administrative activities across the division. This is a high-visibility position with frequent interaction across MCS and HHSC, requiring professionalism, sound judgment, and strong follow-through.

This position will report to and provide advanced administrative and operational support to the Director of Internal Operations and other members of the SBO leadership team. The role works closely with administrative support staff across MCS to ensure coordinated division-wide scheduling, communication, and operational alignment.
Key responsibilities include but are not limited to administrative management, HR and hiring support, purchasing, business continuity coordination, records management, and maintaining division-wide operational resources

The ideal candidate:

Demonstrates exceptional organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Communicates clearly and professionally, both verbally and in writing, and maintains strict confidentiality when handling sensitive information.
Builds strong working relationships, delivers excellent customer service, and collaborates effectively with staff and leadership.
Is proactive in identifying operational solutions, improving administrative processes, and (where possible) anticipates the needs of SBO leadership.
Shows strong technical aptitude, including navigating productivity software, managing complex scheduling in Outlook.
Has the ability to learn and use unfamiliar software, such as Career Center.

Work is performed with moderate latitude for the use of initiative and independent judgment.

Requirements

• Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Communications, Management, Information Systems, or a related field; or high school diploma or GED with three (3) or more years of full-time experience in administrative, operations, program support, or office coordination roles.
• Advanced administrative practices and procedures.
• Basic project management techniques.
• Using office software, such as Microsoft Outlook, Word, PowerPoint, Teams, and Excel.
• Organizing, tracking, and developing written and electronic documents.
• Formatting, proofreading, and editing letters, memos, and professional correspondence.
• Learn and navigate web-based systems such as the Career Center, Centralized Accounting and Payroll/Personnel System (CAPPS), and other HR related systems.
• Maintain electronic and physical filing systems.
• Prioritize and complete multiple tasks under tight deadlines.
• Assess situations, identify issues, and develop practical solutions.
• Interact effectively and courteously with staff and the public through Teams, phone, email, and in person.
• Communicate clearly and effectively, both orally and in writing.
• Work independently within defined role expectations.
• Interpret and apply rules, regulations, policies, and procedures.
• Implement administrative procedures and evaluate their effectiveness.
• Maintain confidentiality.
• Process information and prepare concise reports, charts, and documents.

Responsibilities

• Oversees cross-divisional processes and documentation, including maintaining master MCS organizational charts and coordinating an MCS “mission-control” calendar for leadership and stakeholder meetings.
• Maintains a centralized repository of internal operational policies, processes, and procedures; develops templates, forms, standards, and communications to support quality and efficiency improvements.
• Performs HR-related activities for SBO and other MCS areas as needed, including navigating Career Center as a Job Requisition Coordinator or Recruitment Partner, submitting and validating HR forms, conducting initial screening, and coordinating candidate interview logistics.
• Supports MCS operations functions such as open records requests, asset management inventory reviews, wireless device usage reviews, space management activities (including regional space coordination), and telework profile and training updates.
• Serves as the lead coordinator for the division’s quarterly Administrative Support Consortium, supporting agenda development, preparing executive-level materials and presentations, coordinating logistics, and managing post-meeting action items and documentation.
• Supports disaster response activities, including maintaining the division’s business continuity plan and coordinating required drills (e.g., call-down exercises).
• Assists with cross-division records management, ensuring compliance with agency retention schedules and updating schedules annually or as needed.
• Prepares tracking reports and spreadsheets; maintains electronic and paper files; retrieves information as needed; and ensures all documents are clear, concise, relevant, and grammatically correct.
• Assists with purchasing and travel processes, including developing purchase orders and supporting travel documentation.
• Coordinates scheduling for the SBO team, resolves conflicts, and prepares and distributes meeting agendas, minutes, and related materials.
• Performs other duties as assigned.

Benefits

• Our comprehensive benefits package includes 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees