Specimen Acquisition Branch Manager

TX-HHSC-DSHS-DFPS • Austin, TX

4d • Onsite

About The Position

DSHS is committed to hiring skilled and dedicated individuals who share a passion for public health to pursue our vision of A Healthy Texas. If you are looking to make an impact and tackle new challenges, we encourage you to consider a career with us.

Performs advanced (senior-level) managerial work administering the daily operations and activities of the Specimen Acquisition Branch (SAB). Works under limited supervision of the Quality Assurance (QA) Section Director of the Public Health Laboratory Division with considerable latitude for the use of initiative and independent judgment. Oversees the activities of the branch. Serves as an authority and technical resource for the branch. Work involves establishing goals and objectives; developing guidelines, procedures and policies for the branch operations. Provides direction, guidance and assistance to Group Managers and branch staff. Develops schedules, priorities and standards for achieving established goals. Coordinates and evaluates branch activities. Monitors fiscal aspects of the branch operations. Plans, assigns and supervises the work of others. Serves in a leadership role in the Laboratory Services Section in strategic and business planning. Provides customer service. Performs other duties as assigned.

Requirements

• Knowledge of local, state and federal laws and regulations relevant to laboratory and public health practices.
• Knowledge of microbiological and chemical principles and terminology.
• Knowledge of clinical, diagnostic, environmental, and public health laboratory testing.
• Knowledge of Laboratory Information Management Systems/computer networks.
• Knowledge of statistics and their application to biological data.
• Knowledge of quality assurance requirements for specimen acquisition.
• Knowledge of DSHS policies and procedures for records management and retention.
• Knowledge of customer service practices.
• Knowledge of laboratory safety including sample-handling techniques.
• Knowledge of acceptance criteria and accessioning procedures for laboratory specimens and samples.
• Knowledge of the principles and practices of public administration and management.
• Knowledge of purchasing and material management procedures.
• Skill in management of multiple priorities in a project format and generate appropriate documents.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skill in a centralized accounting and payroll/personnel system related to managerial aspects.
• Skill in applying problem solving techniques.
• Skill in writing and reviewing Standard Operating Procedures (SOP).
• Skill in using an assigned personal computer for work processing and applicable software.
• Skill in establishing goals and objectives for work teams and in monitoring the progress of teams.
• Skill in handling stressful situations.
• Skill in resolving conflict.
• Skill in the operation and maintenance of standard laboratory equipment associated with the work area.
• Ability to manage activities, direct the work of others, recognize and solve problems in the work area.
• Ability to make technical decisions based on professional knowledge and experience.
• Ability to complete tasks without close supervision and use of independent judgment.
• Ability to communicate effectively and diplomatically with co-workers and the general public.
• Ability to train staff and evaluate performance.
• Ability to keep accurate, detailed records and prepare reports.
• Ability to follow Standard Operating Procedures (SOP) and protocols accurately.
• Ability to plan and implement new projects.
• Ability to interact and build effective working relationships.
• Ability to conduct personnel interviews and evaluations.
• Ability to determine and assess the functionality of LIM systems.
• Ability to lift, push, pull and carry packages/boxes/coolers up to 50 lbs. repeatedly throughout the day; for all packages over 50 lbs, assistance is required.
• A Bachelor's degree in a chemical, physical, biological or clinical laboratory science; or medical technology; or an Associate’s degree in a laboratory science, medical laboratory science or medical laboratory technology from a U.S. accredited institution with major course work in a related field.
• Experience as a team lead, supervisor or manager for a minimum of 5 years
• Experience working in a clinical, research, environmental or public health laboratory for a minimum of 5 years
• Experience in mentoring, coaching, and/or counseling employees and/or teams for a minimum of 3 years
• Experience with regulatory auditing entities such as Clinical Laboratory Improvement (CLIA) Amendment, College of American Pathologists (CAP), ISO 17025:2005, Food and Drug Administration (FDA), Environmental Protection Agency (EPA), Texas Commission of Environmental Quality (TCEQ), The NELAC Institute (TNI), Centers for Disease Control (CDC), Department of Transportation (DOT), Federal Aviation Administration (FAA), and/or US Department of Agriculture (USDA) for a minimum of 3 years
• Experience in quality assurance activities for a minimum of 3 years
• Experience in writing, developing, implementing, and monitoring policies and procedures for a minimum of 3 years
• Experience in staff management involving writing job descriptions, posting, interviewing, and selecting qualified candidates for a minimum of 3 years

Responsibilities

• Oversees the activities of the Specimen Acquisition Branch.
• Establishes goals and objectives and develops guidelines and policies for the branch operations and provides direction, guidance and assistance to Group Managers.
• Ensures compliance with the regulations/standards of the Clinical Laboratory Improvement Amendment, College of American Pathologists, Food and Drug Administration, Environmental Protection Agency, Texas Commission of Environmental Quality, The NELAC Institute (TNI), ISO 17025:2005, Centers for Disease Control and Prevention (CDC), CDC Federal Select Agent Program and the Department of Transportation as they relate to the acceptance/rejection, accessioning and logistics of samples and specimens and the packaging and shipment of dangerous goods.
• Manages evaluation activities.
• Participates in the laboratory wide design, implementation and maintenance of a comprehensive quality assurance program that meets the requirements of the agencies listed above.
• Ensures that Standard Operating Procedures (SOP) are developed and implemented for each procedure in the Branch, monitors compliance and coordinates QA activities with the Quality Assurance Office.
• Develops and approves schedules, priorities and standards for achieving goals.
• Stresses effective and efficient customer service to employees.
• Reviews all complaint investigations and ensures problems are documented and that follow-up is complete and effective.
• Identifies areas of needed change and makes recommendations to improve operations.
• Serves in a leadership role for PHLD in development of strategic and business planning.
• Directs and reviews the development and implementation of Continuity of Operation Plans (COOP) for the branch.
• Ensures that the implementation of Laboratory Information Management Systems (LIMS) meet Branch operational needs.
• Directs technical management in the branch.
• Serves as an authority and technical resource for the branch.
• Requires all procedures have written SOPs and that staff are informed, trained and competent on all procedures.
• Provides guidance for the preparation of SOPs as necessary.
• Reviews and approves new or updated SOPs and reviews each annually to ensure professional quality, appropriate content and consistency.
• Prepares management and productivity reports.
• Reviews audit reports (internal and external), quality assurance logs annual management reports, corrective and preventive action plans, and ensures that corrective and preventive actions are completed and effective as required by the Quality Management Plan.
• Directs the development and implementation of branch-wide policies and procedures.
• Directs Group Managers to communicate policy changes that affect the branch to employees and to ensure that employees understand the policy and that such communication is documented.
• Plans, schedules, and conducts branch meetings to establish an environment for open communication with staff.
• Represents the branch on the Laboratory’s leadership team.
• Represents the unit, section, and department at agency and state meetings and as necessary with state and federal agencies with jurisdiction over Laboratory Quality Assurance policies and procedures.
• Directs personnel management in the branch.
• Hires and supervises employees; plans, assigns, and supervises the work of others.
• Directs the training, coaching and evaluations of staff.
• Reviews and approves job descriptions, ensures that performance evaluations are maintained according to DSHS policy, reviews and approves selection decisions and other staffing changes, reviews and approves actions taken by group managers on performance management issues, evaluates Group Manager recommendations for merit raises and other awards to ensure consistency with agency policies.
• Recommend staffing and funding for program activities.
• Ensures adequate staffing is available to meet established deadlines; requests additional staff/temporary staff as necessary.
• Identifies staff development and training requirements for all managers in the branch.
• Ensures branch staff at all levels attend available training activities, considering budgetary and time constraints.
• Maintains an open-door policy for individual employees who request assistance in resolving workplace concerns.
• Reviews and monitors fiscal aspects of branch operations.
• Directs the determination of costs associated with tasks performed by branch employees through workload unit studies necessary for determination of testing fees.
• Ensures fee information is provided to stakeholders and customers as requested.
• Reviews and approves requests for capital equipment purchases and submits requests to the unit director.
• Directs that adequate planning occurs for supplies and equipment maintenance to avoid emergency purchases for routine needs.
• Provides internal and external customer service.
• Consults with submitters such as health care providers, regulatory agencies, DSHS staff and the general public to coordinate the receipt of specimens/samples and to resolve logistical and technical problems.
• Advises Specimen Acquisition staff on check-in procedures for complex or unusual specimens and samples/samples and coordinates the processing of those specimens/samples with laboratory staff.
• Performs other duties as assigned.
• Supports the creation of a laboratory-wide safety culture by serving as a liaison to the Safety Office to ensure a healthy and safe workplace.
• Actively participating and/or serving in a supporting role to meet the agency's obligations for disaster response and/or recovery or continuity of operations (COOP) activation.
• Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business, and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management & Procedures and standards developed by the Texas Department of Public Safety.

Benefits

• DSHS offers 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: Manager