Program and Advisory Committee Coordinator

TX-HHSC-DSHS-DFPS • Austin, TX

7d • $4,523 - $5,889 • Onsite

About The Position

The Program Specialist V (PS V) Program and Advisory Committee Coordinator works under the direction of the Special Projects Manager within the newborn screening (NBS) Unit. This position performs highly advanced (senior level) consultative services and technical assistance to program staff, advisory committees (AC), governmental agencies, health care providers, community organizations, and the public. Work includes policy development, and program coordination supporting NBS programs and associated advisory committees.
This position serves as a subject-matter expert on advisory committee operations, stakeholder engagement, and Texas NBS. Provides coordination and support duties for the NBS Advisory Committee (NBSAC), Sickle Cell Task Force (SCTF), and other ACs as needed. Work involves providing counsel and support to ACs, Consulting with legal, government affairs, and other agencies to coordinate major AC activities, including reports, rules, and bylaws.
Functions as lead for complaints submitted by the public. Provides support to families in accessing treatment and services for newborns with an abnormal newborn screen; assists individuals needing benefits. Addresses inquiries from health care providers, hospitals, clinics, and families regarding the NBS program; prepares monitoring reports and strategies to evaluate program services and maintain compliance with federal regulations. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements.

Requirements

• Graduation from an accredited college or university with an undergraduate or graduate degree in business administration, public health, healthcare administration, or another related field. Three years of experience working with health and human services organizations or programs will be considered instead of the education requirement.
• At least two years of experience analyzing or reviewing state and federal regulations.
• At least one year of experience leading or coordinating meetings across large organizations.
• Experience with technical or professional writing.
• Knowledge of pertinent state and federal laws, regulations, policies, rules, and requirements related to NBS programs, including the Texas Open Meeting Act.
• Knowledge of public administration techniques.
• Knowledge of training and marketing techniques.
• Knowledge of State government organization and administration.
• Knowledge of interagency collaboration methods and techniques.
• Knowledge of records retention and inventory policies.
• Knowledge of accessibility standards.
• Knowledge of legislative process and bill review.
• Knowledge of management techniques.
• Knowledge of statistical analysis processes and research techniques.
• Knowledge of budget processes.
• Skill in evaluation of complex program issues.
• Skill in professional and technical writing.
• Skill in consultation and technical help to varied audiences.
• Skill in Outlook, PowerPoint, SharePoint, Word, and Excel and other applicable software.
• Skill in conducting reviews of inquiries and complaint-related activities.
• Skill in identifying measures or indicators of program performance.
• Ability to communicate effectively verbally and in writing.
• Ability to serve as a lead worker providing direction to others.
• Ability to develop and deliver webinar trainings.
• Ability to gather, assemble, correlate, and analyze facts.
• Ability to develop, interpret, and implement policies and procedures.
• Ability to develop forms and templates.
• Ability to prepare written information and reports in an understandable format.
• Ability to gather, assemble, correlate, and analyze facts and devise solutions to problems.
• Ability to develop, analyze, interpret, and research state and federal rules/regulations.
• Ability to plan and manage multiple projects and meet tight time limits.
• Ability to devise solutions to problems.
• Ability to provide guidance to others.
• Ability to communicate effectively and deal tactfully with professionals, interagency staff, government officials, the public, and people from varying socio-economic and cultural backgrounds.

Nice To Haves

• Experience coordinating advisory committee preferred.

Responsibilities

• Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
• Coordinates and provides advanced operational, logistic, and governance support for the NBSAC and SCTF per the Texas Open Meetings Act, relevant statutes, agency policies, and enterprise governance standards. Plans, schedules, and coordinates both virtual and in-person meetings; develops agendas and supporting materials; Coordinates with stakeholders to meet document approval deadlines and ensures accessibility to support full participation for committee members and the public. Supports various subcommittees. Researches and identifies resources for advisory committee issues, acting as a liaison for members, chairs, and other agencies (20%).
• Serves as the liaison with the HHSC Advisory Committee Coordination Office (ACCO) to ensure the timely and accurate posting of meeting notices, distribution of invitations, and dissemination of official communications. Prepares, maintains, and archives official meeting records, including minutes, procedural manuals, templates, and historical documentation, in compliance with HHSC records retention requirements and audit standards (15%).
• Oversees solicitation, review, and appointment process for advisory committee members appointed by the DSHS or HHSC Commissioners. Collaborates with DSHS staff and HHSC Legal, Web Services, ACCO, and division and program leadership to ensure compliance with statutory requirements and proper public posting of vacancies and notices. Maintains and updates application materials, evaluation tools, and supporting documentation; trains and participates in review and selection panels; prepares appointment packets, action memoranda, and executive briefings; and supports the presentation of recommendations to HHSC leadership and the Executive Council. Coordinates orientation activities to meet state requirements and program related information needed for service as a member of the appointed advisory committee (10%).
• Updates advisory committee related bylaws and rules, as necessary. Works with government affairs and legal to support development of required legislatively mandated reports and other advisory committee reports. Works with unit coordinator to respond to Legislative Budget Board and audit requests on advisory committee issues. Collaborates with internal and external stakeholders and implements changes that arise from new or amended federal and state statutes, regulations, or policy directives related to advisory committee work or activities. Facilitates cross-functional coordination to ensure timely implementation, mitigate risks. Analyze legislation to develop recommendations for policy in programmatic issues relating to the implementation, improvement, and/or expansion of funding (15%).
• Develops assigned program policies, procedures, standards, and manuals in accordance with program objectives and goals. Completes quality assurance review for denial of benefit eligibility applications, advisory committee coordination, and responses to program questions and complaints. Prepares and analyzes performance data to ensure compliance with program policies and procedures, statutes, and rules; and recommend corrective action(s) as needed and for expansion or reduction of program funding. Documents the results of quality assurance activities according to approved processes (15%).
• Addresses concerns and complaints from constituents regarding NBS services and NBSAC and SCTF committee matters. Facilitate issue resolution with the appropriate agency divisions while upholding customer service and transparency standards. Track and analyze complaints and program issues. Support NBS by receiving provider inquiries, directing them appropriately, and responding to program-related questions. Advise and explain state and federal laws, regulations and procedures in the NBS program (10%).
• Create, review, and update work related procedure manuals, job aids, and policies according to unit standards. Analyze the application of and variations within programs to develop action plans for improving or initiating new programs Maintains agency confidentiality and adheres to HIPAA guidelines. Maintains documents in compliance with HHSC records retention requirements and audit standards. Follows agency and division work product guidelines for accessibility, writing, style, and obtaining required approvals. Communicates and deal tactfully with professionals, interagency staff, government officials, the public, and people from varying socio-economic and cultural backgrounds (10%).
• Other duties as assigned include but are not limited to actively participating and/or serving as a Branch contact to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. To perform these job duties, this position may require working extra hours needed to meet defined deadlines and support the agency’s mission critical reporting requirements (5%).

Benefits

• insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).

What This Job Offers

• Job Type: Full-time
• Career Level: Senior