Records Management Program Coordinator

Texas Health & Human Services Commission•Austin, TX

1d•$4,263 - $4,605•Hybrid

About The Position

The Health and Human Services Commission (HHSC) is seeking a Records Management Program Coordinator (Program Specialist IV) to support statewide records management operations for HHSC. Performs advanced (senior-level) program management specialist work involving the creation, development, coordination, implementation, monitoring, oversight, and continuous improvement of Records Management Office (RMO) programs and operations supporting Health and Human Services Commission (HHSC). Provides consultative and technical assistance to leadership, State Supported Living Centers (SSLCs), Records Coordinators, program areas, storage vendors, contractors, and stakeholders regarding records retention, records disposition, records storage, inventory management, compliance monitoring, records governance, and operational improvements. Manages programs throughout the program lifecycle by defining goals, objectives, performance measures, controls, policies, procedures, and operational standards. Coordinates complex projects and cross-functional initiatives involving records management compliance, warehouse and storage operations, records inventories, retention schedule administration, disposition activities, and statewide SSLC support. Works under minimal supervision with extensive latitude for the use of initiative and independent judgment. Requires statewide travel, including occasional overnight travel, to the thirteen (13) State Supported Living Centers (SSLCs), storage facilities, warehouses, and HHSC locations.

Requirements

Knowledge of records management principles, practices, and procedures.
Knowledge of records retention schedules and records disposition requirements.
Knowledge of program and project management methodologies.
Knowledge of inventory management and warehouse operations.
Knowledge of compliance monitoring and quality assurance processes.
Knowledge of contract administration and vendor management.
Knowledge of change management principles and practices.
Knowledge of state and federal laws, rules, regulations, and policies applicable to records management.
Knowledge of Microsoft Office applications and records management systems.
Skill in program management and coordination.
Skill in project planning and implementation.
Skill in data analysis and report preparation.
Skill in inventory management and reconciliation.
Skill in problem solving and process improvement.
Skill in communication and stakeholder engagement.
Skill in training development and delivery.
Skill in Microsoft Office Suite, SharePoint, and related software.
Ability to manage complex programs and projects.
Ability to analyze information and develop effective solutions.
Ability to exercise sound judgment and independent decision-making.
Ability to establish and maintain effective working relationships.
Ability to communicate effectively verbally and in writing.
Ability to coordinate multiple priorities and meet deadlines.
Ability to travel statewide as required.
Ability to represent the agency professionally with internal and external stakeholders.
Four (4) years of experience in records management, program administration, compliance, information governance, project management, inventory management, warehouse operations, business operations, or a closely related field.
Experience coordinating projects, programs, or operational initiatives involving multiple stakeholders.
Experience researching, analyzing, and interpreting data and developing reports and recommendations.
Experience using Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.

Nice To Haves

Certified Records Manager (CRM), Certified Records Analyst (CRA), CAPM, PMP, PgMP, or other related professional certification, preferred.
Bachelor's degree from an accredited college or university preferred.
Experience with HHSC, or State Supported Living Center operations.
Experience in records management, records retention, records disposition, information governance, archives management, or document management.
Experience conducting compliance reviews, audits, monitoring activities, or quality assurance reviews.
Experience supporting warehouse operations, inventory management, storage operations, or vendor management.
Experience coordinating statewide programs or multi-site operations.
Experience using SOAR, Gimmal, SharePoint, or electronic records management systems.

Responsibilities

Serves as the primary Records Management Office liaison for the thirteen (13) State Supported Living Centers (SSLCs). Coordinates, develops, implements, monitors, and evaluates records management programs and initiatives supporting SSLC operations. Plans and conducts site visits to SSLCs to provide records management consultation, inventory reviews, compliance assessments, records retention guidance, training, and operational support.
Works collaboratively with facility leadership, Records Coordinators, program staff, Legal Services, contractors, and agency leadership to ensure compliance with records retention requirements and records management policies. Identifies program gaps, recommends improvements, develops corrective action plans, and monitors implementation of records management initiatives. Coordinates statewide records projects and serves as the primary point of contact for SSLC records management operations.
Performs advanced program management specialist work involving the development, implementation, monitoring, documentation, and evaluation of records management programs and agency initiatives. Develops and implements policies, procedures, standards, guidance documents, training materials, performance measures, operational processes, and compliance monitoring tools.
Coordinates records inventory projects, retention schedule implementation, records governance activities, compliance reviews, and operational assessments. Ensures program decisions are made in accordance with agency requirements, records retention schedules, Texas State Library and Archives Commission (TSLAC) requirements, applicable laws, policies, procedures, and strategic objectives. Provides consultative services and programmatic assistance to management, program staff, and stakeholders.
Provides cross-trained operational support for warehouse and storage management functions supporting HHSC records operations. Coordinates records transfers, inventory management activities, interfiling projects, storage operations, retrieval requests, records audits, inventory reconciliations, and records tracking activities.
Reconciles facility inventories, vendor inventories, and agency databases to ensure inventory accuracy and accountability. Coordinates activities with storage vendors and contractors and assists with contract compliance, operational reviews, and service delivery monitoring. Supports warehouse operations as necessary to maintain continuity of operations and achievement of program objectives.
Coordinates retention schedule implementation, retention schedule recertification activities, records disposition reviews, and destruction projects. Works with Records Coordinators, program areas, subject matter experts, and agency leadership to review records inventories, identify records eligible for disposition, and ensure compliance with approved retention schedules.
Coordinates annual destruction reviews and disposition activities for SSLCs and other HHSC program areas. Ensures records subject to litigation holds, audits, investigations, public information requests, or other restrictions are properly managed and excluded from disposition activities.
Manages complex records management and operational improvement projects involving multiple stakeholders and business units. Develops reports, inventories, presentations, dashboards, analyses, recommendations, and performance metrics used to support executive leadership and operational decision-making.
Researches best practices, identifies opportunities to improve program performance, and recommends innovative solutions to enhance records management operations, customer service, compliance, and program outcomes. Assists with strategic planning, process improvement, and other special initiatives as assigned.
Represents the Records Management Office at meetings, conferences, workgroups, committees, training sessions, and stakeholder engagements. Develops and delivers training, presentations, technical guidance, and consultation related to records management programs, compliance requirements, and operational procedures. Coordinates communications with internal and external stakeholders, including vendors, contractors, regulatory agencies, and executive leadership.
Performs related work as assigned to support agency operations, records management programs, warehouse operations, business continuity efforts, compliance initiatives, emergency response activities, and strategic objectives.