Operations Support Program Manager

Texas A&M University System•Austin, TX

3d•$7,009•Onsite

About The Position

The Texas Division of Emergency Management (TDEM) is an emergency response entity, and this status can affect working hours, travel, and a change in duties as needed. Under general duties, the Operation Support Program Manager is primarily assigned to manage the uniform program and provides technical and administrative support to all programs within the division. Prepares and coordinates daily documents and communications for the Operations Support Division. The Operation Support Program Manager is responsible for overseeing the development, implementation, and evaluation of programs to ensure alignment with organizational objectives. This position involves strategic planning, policy development, and coordination of activities to improve established programs. Performs disaster response support for other employees who may be deploying to work in the State Operations Center or disaster site during periods of increased readiness levels which may include extended hours, weekends, and holidays. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. Salary is a fixed rate and is non-negotiable. This position is located on-site and not subject to telecommuting.

Requirements

Education – Bachelor’s degree from an accredited four-year college or university with major course work in Emergency Management, or Business Administration, or equivalent combination of education and professional experience.
Experience – Five (5) years of program management related experience.
Working knowledge of, or the ability to rapidly assimilate information related to TAMUS/TDEM, state, and federal regulations, legislation, guidelines, policies, and procedures.
Knowledge of development, preparation, fiscal management, and control required to administer a program budget.
Skilled in quickly accessing relevant information, analyzing research, and presenting findings and conclusions clearly and concisely.
Proficient in analyzing data and information to identify patterns in inventory fluctuations, trends, and causal relationships; skilled at diagnosing issues, drawing accurate conclusions, and implementing effective solutions to resolve problems and prevent recurrences.
Demonstrates advanced proficiency in software and systems currently in use, with the ability to quickly learn and adapt to new technologies.
Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Smartsheet, and Adobe Acrobat Pro.
Ability to responsibly handle sensitive and confidential information and situations.
Must adhere to applicable laws/statutes/policies related to access, maintenance, and dissemination of information/records.
Must be organized, flexible, and able to prioritize in a multi-demand and constantly changing environment.
Demonstrated ability to meet multiple and sometimes conflicting deadlines without sacrificing accuracy or timeliness; ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.
Ability to communicate orally and in writing while exercising poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.
Ability to develop plans, policies, and procedures for efficient workflow and overall effectiveness.
Ability to analyze problems and demonstrate skill in using logic and reasoning to identify strengths and weaknesses of solutions, conclusions, and/or approaches to problems, and apply actions to resolve current issues and prevent recurrences of problem conditions effectively.
Proven track record in overseeing vendor contracts, ensuring compliance and quality standards.
Ability to maintain a credible presentation style at all levels of the organization.
Ability to work extended or non-traditional hours such as evenings, weekends, special events, etc.
Must be able to travel by vehicle or other modes of transportation with limited delays for a low frequency (10 percent).
Ability to move and lift light to moderate weight (10-12 lbs) equipment or boxes above shoulder height.
Must have or successfully complete IS-100, IS-200, IS-700, and IS-800 within twelve (12) months of employment and any other training as determined.

Nice To Haves

Experience using Microsoft Office Suite - Outlook, Excel, Word, Teams (or similar software).
Experience using Adobe (or similar software).
Experience in using SmartSheet (or similar software).
Experience using Aggiebuy.
Experience using Workday.
Additional work experience or the type described above may be substituted for the education requirement on a year-for-year basis.
Thirty (30) semester hours is equivalent to one (1) year of experience.
A completed advanced degree may also be substituted in lieu of work experience.

Responsibilities

Performs administrative support for the Operations Support Division including programs for uniforms, health and safety, medical, fleet and other related services.
Develops and implements program guidelines, procedures, policies, and regulatory frameworks.
Creates schedules, set priorities, and define performance standards to achieve program objectives.
Assists with compiling and preparing reports, data entry or updates, and document retention or distribution related to division programs and activities.
Readily available to respond to phone calls, text messages, or emails and provide timely, accurate guidance or assistance as needed.
Manages the Operation Support Division’s logistical and operational needs as determined by the Division Chief.
Responsible for oversight of vendor contracts, ensuring compliance and quality standards of assets.
Issues, exchanges, receives, and tracks consumable and capital assets (uniforms, medical supplies, safety equipment) in accordance with policies, procedures, and guidelines.
Determines inventory level of uniforms and equipment related to assigned programs on a routine basis.
Submits procurement requests to ensure inventory levels are appropriate.
Responsible for identifying inventory projections, predicted obstacles or challenges, and problem solving the identified issues.
Plans, implements, coordinates, monitors, and evaluates programs and applications.
Responsible for maintaining the TDEM UP Uniform Portal for the program.
Develops and implements program guidelines, procedures, policies, and regulatory frameworks.
Creates schedules, set priorities, and define performance standards to achieve program objectives.
Assists Division Chief with managing contractors, coordinating schedules, and deliverables.
Maintains and implements program guidelines, procedures, policies, rules, and regulations, and monitors compliance with policies and procedures.
Analyzes and develops solutions in compliance with laws, regulations, policies, and procedures, while effectively communicating these standards to employees managing complex or challenging issues within the assigned program area.
Prepares inventory and division budget requests as determined by the Division Chief.
Performs a variety of general accounting duties; receives and reviews invoices for accuracy, ensures items are received, and coordinates vendor payment requests.
Provides technical assistance in the procurement and receiving system used by the Operations Support Division.
Reviews and responds to asset/equipment requests.
Attends training and maintains proficiency in Microsoft Office Suite, AggieBuy, Emburse, and Smartsheet.
Establishes and maintains cooperative working relationships with other staff, state and local departments, outside agencies, contractors, vendors, and the public.
May develop and deliver training sessions and presentations on assigned program areas to agency employees.
Ability to travel up to 10%.
Performs other related duties as assigned.
Face-to-face and person-to-person interactions are required.
Maintains regular attendance during scheduled work hours and may work extended hours when needed.