Operations and Communications Coordinator

TX-HHSC-DSHS-DFPS•Austin, TX

1d•$4,523 - $7,254•Hybrid

About The Position

The Texas Health and Human Services Commission (HHSC) Family Resources and Eligibility Services (FRES) department seeks a highly qualified candidate to fill the position of Operations and Communications Coordinator (Program Specialist V) within the Office of Administration (OA). The ideal candidate is highly organized, detail-oriented, and solutions-focused; demonstrates a commitment to continuous learning and improvement; thrives in a fast-paced and evolving environment; and possesses exceptional communication, critical thinking, and relationship-building skills. Under the direction of the Manager V, the Program Specialist V performs advanced consultative, technical, and administrative support work. The position serves as a central point of coordination for organizational communications, executive correspondence, assignment management, and administrative operations. Responsibilities include monitoring shared mailboxes, coordinating responses to leadership requests, tracking critical deliverables, facilitating communication across multiple business areas, and ensuring assignments are completed accurately and in a timely manner. The Program Specialist V works independently with considerable latitude for initiative and judgment while maintaining close collaboration with leadership, program staff, and stakeholders throughout the organization. The position plays a key role in supporting operational efficiency, strengthening communication pathways, and ensuring accountability for organizational priorities.

Requirements

Knowledge of administrative management principles, organizational operations, and business processes.
Knowledge of office management practices, records management, and document control procedures.
Knowledge of project coordination methodologies, assignment tracking systems, and deadline management techniques.
Knowledge of professional business communication practices and customer service principles.
Knowledge of HHSC organizational structure, policies, procedures, and reporting requirements.
Knowledge of Microsoft Office Suite applications, including Outlook, Teams, SharePoint, Excel, Word, and PowerPoint.
Skill in coordinating and monitoring multiple assignments, projects, and deadlines simultaneously.
Skill in reviewing, prioritizing, and managing high-volume communications and correspondence.
Skill in preparing, editing, and proofreading professional correspondence, reports, presentations, and briefing materials.
Skill in building and maintaining collaborative working relationships with leadership, staff, and stakeholders.
Skill in organizing information, maintaining tracking systems, and ensuring accountability for assignments and deliverables.
Skill in verbal and written communication with diverse audiences.
Skill in identifying operational inefficiencies and recommending process improvements.
Ability to independently manage competing priorities in a fast-paced environment while maintaining a high level of accuracy and attention to detail.
Ability to monitor executive and program-area mailboxes, evaluate requests, and determine appropriate actions or responses.
Ability to facilitate communication across organizational levels and business areas to ensure information is shared effectively and in a timely manner.
Ability to analyze issues, identify potential barriers, and recommend solutions that promote operational effectiveness.
Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive or complex information.
Ability to establish effective working relationships and serve as a liaison between leadership, program areas, and stakeholders.
Ability to plan, coordinate, and complete assignments within established timelines and priorities.
Ability to adapt to changing priorities, organizational needs, and leadership expectations.

Nice To Haves

Graduation from an accredited four-year college or university with major coursework in a field relevant to the position is preferred.
Relevant experience may be substituted for education on a year-for-year basis.
Current experience in/with AES programs preferred.
Excellent written communication, as observed by the detail and completeness of information provided on the state application.
Experience developing and delivering presentations to a variety of audiences.
Experience in/with the use of computer software, including Microsoft Word, Excel, Outlook, and SharePoint.

Responsibilities

Serves as the primary administrator and coordinator for program-area mailboxes, ensuring incoming communications, requests, assignments, and inquiries are reviewed, prioritized, and addressed in a timely and professional manner.
Evaluates correspondence to determine appropriate actions, coordinates responses with leadership and subject matter experts, and drafts, edits, and reviews written communications for accuracy, completeness, and adherence to organizational standards.
Maintains situational awareness of emerging issues and elevates urgent or sensitive matters to leadership as appropriate.
Ensures follow-up actions are completed and maintains documentation and tracking systems that support accountability, responsiveness, and effective communication across the organization.
Coordinates and monitors organizational assignments, executive requests, audit and legislative activities, reports, and special projects to ensure timely completion and compliance with established deadlines.
Maintains tracking systems to monitor deliverables, provides regular status updates to leadership, and communicates expectations and due dates to responsible staff.
Conducts follow-up activities to ensure assignments remain on schedule, identifies potential barriers to completion, and collaborates with stakeholders to resolve challenges and mitigate risks.
Reviews completed work products for accuracy, completeness, and adherence to requirements before submission and escalates concerns or missed deadlines as necessary.
Serves as a liaison between leadership, program areas, business partners, and external stakeholders to facilitate effective communication, collaboration, and information sharing.
Coordinates meetings, discussions, and cross-functional activities that support organizational initiatives, operational priorities, and strategic objectives.
Develops and maintains positive working relationships with stakeholders throughout the agency and actively works to identify and eliminate communication barriers that may impede progress or decision-making.
Ensures stakeholders receive accurate, timely, and consistent information regarding assignments, projects, and organizational priorities, while fostering collaboration and accountability among participating business areas.
Performs advanced administrative and operational support functions that contribute to the efficiency and effectiveness of organizational operations.
Develops, maintains, and updates business processes, procedures, tracking mechanisms, and documentation to support program objectives and leadership priorities.
Compiles, analyzes, and organizes information from multiple sources to prepare reports, presentations, briefing materials, correspondence, and executive-level communications.
Evaluates existing processes and recommends improvements that enhance communication, accountability, workflow management, and operational effectiveness.
Exercises sound judgment and discretion when handling sensitive, confidential, or high-visibility information.
Provides consultative and administrative support for special initiatives, organizational projects, and leadership priorities.
Conducts research, gathers and analyzes information, develops recommendations, and coordinates activities necessary to support informed decision-making and successful project outcomes.
Participates in workgroups, committees, and cross-functional teams, and performs other duties as assigned to advance agency goals and support the efficient operation of the organization.