PMO APD Director

Texas Health & Human Services Commission•Austin, TX

32d•Hybrid

About The Position

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. 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. Explore more details on the Benefits of Working at HHS webpage. The PMO Advanced Planning Documents Director II reports to the Director of the IT Project Management Office and oversees the planning, development, and management of Advanced Planning Documents for IT projects. With minimal supervision, the APD Director II handles senior-level managerial duties to support Texas Health and Human Services Commission programs. This position is responsible for leading a team that manages IT enhanced federal funding requests for technology projects, advanced planning documents, and negotiations with federal agencies. The role requires experience in requesting federal funding, collaborating with agencies such as Centers for Medicare and Medicaid (CMS), United State Department of Agriculture Food and Nutrition Service (USDA/FNS) and Administration of Children and Families (ACF), and/or overseeing complex IT programs to ensure alignment with organizational goals and compliance with federal and state requirements. The manager is expected to monitor program performance, communicate status and risks to internal and external stakeholders, and facilitate collaboration among business users, IT representatives, and federal partners. Strong skills in gathering information from subject matter experts, handling conflicting feedback, and ensuring accurate documentation and reporting are essential. In addition to program oversight and administration, the position involves financial and compliance management, including evaluating Federal Financial Participation (FFP) levels, managing budgets, and ensuring quality assurance in documentation and reporting. The Director must demonstrate leadership in team management, staff development, and performance evaluation, as well as proficiency in communicating technical information to diverse stakeholders, including Executive leadership. The role emphasizes continuous process improvement, resource allocation, compliance tracking, and fostering a collaborative, high-performing team environment. This role develops and maintains internal policies, processes, and training, fosters team collaboration, and drives continuous improvement by identifying and implementing process enhancements to ensure sustained program quality. This role is primary responsible for:

Requirements

Knowledge of effective waterfall and agile project management principles.
Knowledge of related state and federal laws, regulations, policies, rules and requirements as well as the Texas legislative process
Knowledge of both state and federal government procurement and funding processes.
Knowledge of planning, organizing and writing techniques.
Knowledge of continuous improvement, quality assurance, and quality control.
Advanced skill in using a PC, Microsoft Project, Microsoft Office Products (Excel, Outlook, PowerPoint, Vizio, SharePoint, Teams, Word etc.)
Advanced skill with written and oral communication.
Advanced skill in paying attention to detail when developing work products.
Skill in developing succinct presentations for Executive consumption
Skill in effective organization and supervisory management
Skill in effectively leading and managing a team
Skill in process identification and improvement
Skill in monitoring and analyzing budgets
Skill in coordinating and solving problems
Skill in managing and coordinating multiple, overlapping, and competing priorities
Skill in identifying problems, evaluating alternatives, and implementing solutions
Skill in working collaboratively and cooperatively with diverse groups
Ability to communicate with all levels of an organization in a variety of formats.
Ability to analyze, coordinate, and solve complex problems.
Ability to organize and prioritize workloads across a team and meet deadlines.
Ability to manage assignments and delegated team assignments in parallel.
Ability to exercise sound judgment in making critical decisions.
Ability to analyze complex information.
Ability to develop plans to address identified issues.
Ability to demonstrate negotiation and facilitation skills.
Ability to plan, assign, and supervise the work of others.
Ability to think creatively and support creative thinking in others.
Ability to establish goals and objectives.
Ability to effectively manage, motivate, and build effective work teams.
Ability to accurately interpret data, evaluate reports, and make timely and effective decisions.
Ability to organize and present information effectively, both orally and in writing.
Ability to work independently and deliver results in an environment of broad, consultative management.
Ability to analyze systems and procedures.
Ability to adapt to change or modify behavior in response to changing situations or priorities.
Bachelor's degree in business administration, public affairs, public administration, management information systems, legal studies, or related field from an accredited four-year college or university.
Minimum of five years of full-time experience performing supervisory or managerial work.

Nice To Haves

Certified Texas Contract Manager (CTCM) preferred.
Project Management Professional (PMP) or Agile Certified Practitioner preferred.
Preferred 3 years of experience working with APDs or policy decisions within Medicaid, Supplemental Nutrition Assistance Program (SNAP) for Women, Infants, and Children (WIC) Temporary Assistance for Needy Families (TANF) and Medicaid policy and procedures.
Preferred experience working with HHS Agency systems including CAPPS Financials, Portfolio Project Management, or similar systems.
Preferred knowledge of enhanced federal funding requests, advanced planning documents, and negotiating with federal agencies.

Responsibilities

Directs and oversees all aspects of the APD program, ensuring alignment with organizational objectives and compliance with federal and state requirements.
Serves as the primary liaison with executive leadership, providing regular updates on APD schedules, timelines, and progress. Communicates program status, risks, and resource needs clearly and professionally to key decision-makers.
Monitors program performance and implements strategies to achieve targeted outcomes.
Manages a team of professionals by leading the APD team, assigning duties, monitoring performance, and fostering a collaborative, high-performing work environment. Oversees staff work products, schedules, leave approvals, and ensures adequate coverage through backups and rotational assignments.
Routinely interacts with business users and IT representatives as well as agency Federal Partners: The Centers for Medicare and Medicaid Services (CMS), Department of Agriculture (USDA)/Food and Nutrition Service (FNS) (USDA/FNS) and Administration for Children and Families (ACF).
Handles the day-to-day administration of the APD program, including resource allocation, documentation management, and compliance tracking. Maintains accurate records and prepares reports for internal and external stakeholders.
Leads the development, implementation, and management of internal APD policies, processes, and standards. Designs and delivers training programs to ensure staff are knowledgeable and compliant with current practices.
Identifies opportunities for process enhancement and leads initiatives to improve program efficiency and quality. Implements best practices and monitors the impact of changes to ensure sustained improvement.
Conduct scheduled reviews of APD timelines and deliverables, ensuring all milestones are met and documented against project plans.
Facilitate consistent status meetings with team members to assess progress, identify risks, and implement corrective actions as needed.
Oversees the establishment of goals and objectives and establishes monitors key performance indicators (KPIs) for APD program objectives, regularly reporting metrics to executive leadership.
Develops and approves priorities, and standards for achieving goals.
Plans, implements, coordinates, monitors, and evaluates policies and procedures. Monitors state and federal rules, regulations, and reporting requirements for APDs.
Maintain a centralized dashboard to track staff assignments, coverage, and completion rates, ensuring transparency and accountability.
Facilitate stakeholder meetings involving Program stakeholders, IT representatives, and federal partners to provide project updates and address compliance requirements.
Evaluate Federal Financial Participation (FFP) levels and determine appropriate resource allocations accordingly. Collect expenditure data from multiple sources and monitor expenditures against established cost models to identify discrepancies. Oversee the financial status of ongoing projects and operations, maintain comprehensive records for both historical and current financial data, and report funding allocations to internal stakeholders and federal partners.
Deliver technical assistance and ensure documentation adheres to quality assurance standards. Provide expert guidance and subject matter expertise to stakeholders on APD-related inquiries. Develop and implement quality assurance methodologies to assess ADPs, verifying alignment with established policies.
Participate in the preparation of financial materials for APD submissions.
Develop and maintain a standardized process for resource allocation, ensuring all APD activities are adequately staffed and supported with documentation in resource logs.
Implement a routine audit schedule for documentation and compliance tracking, reporting findings to internal and external stakeholders.
Design and deliver annual training sessions on APD policies and procedures, evaluating staff competency through post-training assessments.
Manages process improvement and sets performance metrics, policies, and procedures. Ensures compliance and reviews changes to policies, recommending improvements as needed.
Lead semi-annual process improvement projects, tracking efficiency gains.
Analyze team and stakeholder feedback to address bottlenecks with actionable plans.
Ensure best practice implementation through ongoing evaluations and measurable results.
Provides guidance and coordination to promote effective teamwork, professional collaboration, and partnership among leadership, division staff, key customers, and stakeholders.
Manages PMO-APD staff to support customer service standards, efficient document management, and quality results. Oversees daily activities related to planning, development, routing, and management of APDs. Establishes performance expectations, secures necessary resources, monitors progress, and maintains accountability. Supervises staff development and evaluates work assignments and performance.
Provides training to agency staff. Addresses employee concerns and implements appropriate resolutions. Suggests staff for merit increases, manages staff schedules and approves leave requests.
May work outside regular hours; 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.

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