Special Projects Lead

TX-HHSC-DSHS-DFPS • Austin, TX

1d • Hybrid

About The Position

Join the dynamic team of engaged and committed professionals on the Special Projects Team within Access and Eligibility Services (AES). The Special Projects Lead works in the Organizational Engagement and Support (OES) section of the Strategic Engagement and Employee Support (SEES) division.

As a Special Projects Lead, you will perform senior-level consultative and technical work supporting the strategic goals and mission of AES. This position is ideal for a creative and strategic thinker who thrives in a fast-paced environment and is passionate about stakeholder engagement, project leadership, and organizational development. The Special Projects Lead is responsible for managing high-visibility, non-routine, and complex projects that align with AES strategic priorities. This includes overseeing the planning and execution of leadership meetings, coordinating engagement events, and leading project teams through structured planning, implementation, and evaluation phases. The position requires expert skills in stakeholder management, critical thinking, risk assessment, and innovative thinking.
The ideal candidate is an expert in utilizing project planning tools and software (such as Microsoft Project, SharePoint and analytics) in the crafting of project activities, resources and materials that effectively encompasses the vision and direction of the internal and external customer. This position will identify planning tools and processes for AES team members and keep current on new and improved project planning standards, trends and techniques that will improve AES projects and meetings. Work involves researching, planning, developing, coordinating and analyzing project and event activities, overseeing workgroups and meetings, managing organizational and event related projects, and leadership development planning and execution.Works under limited direction with extensive latitude for the use of initiative and independent judgment.

Requirements

• Ability to effectively and simultaneously manage several high-profile projects, which requires advanced planning and organizational skills
• Ability to plan and orchestrate effective team building events and meetings.
• Advanced knowledge of project planning principles and tools (e.g., Gantt charts, work breakdown structures).
• Knowledge of facilitation techniques and skills to effectively facilitate workgroups, committees, and meetings.
• Excellent communication skills (both oral and written) with people with varied backgrounds at all levels of the organization.
• Skill in interpersonal relationships, including the ability to work with others under pressure, negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships with diverse backgrounds at all levels of the organization.
• Skill in monitoring and assessing situations and determining appropriate response.
• Ability to think critically and strategically to align project work with organizational objectives.
• Skill in continuous process improvement.
• Ability to operate basic office equipment and audio/visual equipment and to use Windows based programs such as Word, PowerPoint, Outlook, etc.
• Ability to work both within a team environment and independently.
• Ability to demonstrate good judgment and serve as a model for others in demonstrating the mission, vision and values of AES.
• Ability to convey a welcoming and supportive work environment.
• Ability to gather, organize and analyze data and enter information into Microsoft Forms, Survey Monkey, Alchemer or other surveying software.
• Ability to establish and maintain rapport with co-workers and individuals served.
• Graduation from an accredited four-year college or university with major course work in business, marketing, hospitality, or related field. In lieu of degree, minimum four (4) years of experience in event planning or project management.

Nice To Haves

• Minimum two (2) years of experience in internal and external negotiations, working to plan budgets, and invoice reconciliations preferred.
• Minimum two (2) years of experience in creating messages to a variety of audiences.
• Minimum two (2) years experience in creating and analyzing surveys.

Responsibilities

• Leads and coordinate high-visibility, complex, and non-routine projects and events that support AES’s strategic vision.
• Develops and manages timelines, work plans, deliverables, and stakeholder communications.
• Ensures projects and events align with organizational values, mission, and goals.
• Serves as the lead coordinator for the AES Leadership Meeting.
• Manages related committees, oversees planning and execution, and ensure the event aligns with strategic objectives.
• Works closely with budget and purchasing to ensure project and event expenditures are within budget, payment accuracy, invoice reconciliation and timely invoice payment.
• Works with procurement to ensure purchases requested have been ordered, purchase orders received timely and timely product shipment.
• Develops communication plan/strategy for projects and events to ensure communication is frequent, accurate, timely status updates with committee/project teammates staff/management’s need.
• Anticipates and assess risks associated with project initiatives.
• Implements mitigation strategies and proactively address challenges.
• Utilizes structured problem-solving methodologies to guide decision-making.
• Will facilitate events, meetings or project team meetings as needed.
• Supports other engagement initiatives and special events within the SEES division.
• Works with team, committees and/or project team members to oversee, plan, create and develop survey questions for each project and event.
• Collect and analyze survey data to determine trends, best practices, lessons learned, in addition to a SWOT analysis (strengths, weaknesses, opportunities and threats) across the regions and/or state office for future projects and events.
• Organize, plan and develop recommendations and action plans for areas of focus with targeted dates and goals for new or improved processes for project or meeting planning.
• Ensures communications of findings is presented to AES Senior Leadership, Directors, and Managers, in both written reports and oral presentations.
• Provides guidance to team members in the development and integration of new methods, processes and procedures.
• Consults with internal and external customers to provide services, resolve problems, identify project or event needs, discuss meeting effectiveness; plan and distribute materials (print or electronic) that inform and educate AES team members; leverage specific communications vehicles (video recording, MS PowerPoint, SharePoint, MS Teams, webinar or written) to best align messaging with the most effective medium for the release.
• Must have some knowledge of SharePoint practices to design pages for projects or meetings, upload content, and keep content current, collaborate with AES Internal Communications as needed.
• Functions as lead coordinator to prioritize the work of others, ensures the committee member and project team assignments are completed, provides guidance with clear, concise instruction and work with the team members on a continuous basis and follow up as appropriate and manage up any concerns, and train team members in the development and integration of new methods, processes and procedures for projects and events.
• Must have decision making skills and be able to lead people effectively.
• 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.

What This Job Offers

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