Advisory Committee Facilitator

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.

Brief Job Description:

The Texas Health and Human Services Commission (HHSC) Advisory Committee Coordination Office (ACCO) is seeking the ideal candidate to join our team as an Advisory Committee Facilitator. This position plays a critical role in facilitating advisory committee meetings in compliance with the law and agency policy. ACCO works with all HHSC and some Texas Department of State Health Services advisory committees to support open meetings. The Advisory Committee Facilitator reports to the Director of ACCO and works closely with the ACCO Associate Director. The position performs advanced senior-level consultative and technical assistance work utilizing standard processes and procedures to facilitate advisory committee, councils, boards and task force meetings across the Health and Human Services (HHS) system. The position works under limited supervision, with considerable latitude for the use of initiative and independent judgment.

Essential Job Functions (EJFs):

Provides facilitation services to 10-15 assigned advisory committees and subcommittees in planning, executing, and wrapping up meetings.  Planning includes pre-meeting, meeting, and post meeting activities.  Working with program liaisons and committees to establish a scope of work based on their needs for facilitating the meeting. Meeting facilitation includes needs assessment, identifying meeting objectives, identifying, and mitigating risks or concerns, scheduling, assisting in the development of meeting agendas, team production assignments, tracking meeting activities, group facilitation, logistical support, technical assistance, and set up and take down. Post meeting work includes an assessment and debrief with program liaison and committee to ensure adjustments are made to the facilitation services if needed and the web posting of meeting documents, roll call and vote records, and the recording of the meeting. (60%)

Consults with HHSC management and program staff who utilize services to identify training needs, resolve problems and discuss program effectiveness. Develops training, policies and procedures on meeting facilitation of open meetings for the program, HHSC agencies, and as requested by the client.  Facilitator will assist in the development and maintenance of a facilitation manual for advisory committees, bylaws as well as training manuals for staff development related to the support of advisory committees. (20%)

Identifies potential risks and difficulties with committees and other meetings.  Communicates and explains concerns to Director and reports on meeting status in a timely manner.  Helps develop, evaluate, and continually improve communication with internal and external customers.  (10%)

Attends facilitation and other training and participates in cross-training activities with other internal facilitators to ensure continuity of office functions.  Collects, analyzes, and prepares information in response to request for facilitation services information.  Conducts research on current facilitation practices.  Prepares administrative reports at least monthly to track the work of the office. (5%)

Manages or participates in special meetings or projects and other work as assigned. (5%)

Attends work on a regular and predictable schedule in accordance with agency leave policy.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Core facilitation practices, tools and related technologies.
• Robert's Rules of Order.
• Health and human services agency policies and procedures related to meetings.
• Meeting management concepts, including identification of meeting objectives; developing detailed agendas that include agenda items, presenters, timeframes, process notes; understanding the difference between Process Leadership (ACCO facilitators) and Content Leadership (Program Areas/Chair, Vice Chair); facilitation neutrality; conflict management; and post-meeting evaluation.

Skills in:

• Developing, writing, editing, proofreading, and reviewing documents.
• Customer service.
• The use of laptop and desktop computer, flash drives, conference call equipment, office printer, scanner and utilizing this equipment to transport and configure at multiple locations, including the use of Microsoft Office Suite, MS Excel, MS PowerPoint, Microsoft Teams, as well as shared drives.

Ability to:

• Gather, assemble, correlate and analyze facts.
• Develop creative and workable solutions to complex problems and policy issues.
• Communicate professionally and effectively both orally and in writing.
• Prepare reports.
• Train others.
• Develop, evaluate, and interpret policies and procedures.
• Coordinate with other staff, departments, officials, agencies, organizations, and adhere to professional business practices.
• Prioritize workloads.
• Work well with others and lead teams.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

• Bachelor's degree preferred or equivalent relevant professional work experience* in project management, customer service, or project analysis. Professional work experience can be substituted for a bachelor's degree/college experience on a year-for-year basis. *Some examples of relevant work experience would include:
  • Planning a stakeholder meeting: Planning includes discussion with the team about logistics (meeting rooms, audio, or visual needs), agendas, meeting materials and requesting what is needed.
  • Facilitation of meetings: Facilitation includes providing an opening statement, roll call, quorum assessment, or handling a vote count and preferred technical experience with live streaming a meeting and posting the request for comments.
  • Post meeting work: Including posting notes, materials or recordings from the meeting. 
  • Serving on a formal committee where motions are made, and votes are taken.

• Experience in effectively communicating and facilitating in person, virtual or hybrid meetings.
• Professional experience working collaboratively and communicating, both orally and in writing, with diverse stakeholders/groups.
• Experience with Microsoft Office, for example, Teams, Word, PowerPoint, Excel and SharePoint.

Additional Information:

This position will work with advisory committees as well as other external clients, stakeholders, and the general public. Tact and diplomacy must be exhibited in all situations. Professional attire is required at all times.

Consideration will also be given to known past job performance, if applicable, and demonstration of career stability and advancement.

Applicants must provide information relevant to the required experience for this position in the special training/skills/qualifications and/or job history sections of the State of Texas job application. ALL fields on the application must be COMPLETED. This includes, but is not limited to, previous salary, previous supervisor, and reason for leaving previous position.

If selected, candidate must be able and willing to provide current and previous work references before a final offer of employment is extended. * Resumes are NOT accepted in lieu of the State of Texas job application.

Agency salary policy, program area budget, and a candidate’s qualifications will dictate final salary offer. The ACCO facilitation team adheres to a schedule based on the meetings to be held each month. All candidates must be available to work in-person at one of four locations near the John H. Winters Building at 701 W. 51st Street in Austin. This position serves on-site according to each month’s schedule. Teleworking is contingent on performance.

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Active Duty, Military, Reservists, Guardsmen, and Veterans:

Military occupation(s) that relate to the initial selection criteria and registration or licensure requirements for this position may include, but not limited to those listed in this posting. All active-duty military, reservists, guardsmen, and veterans are encouraged to apply if qualified to fill this position. For more information please see the Texas State Auditor’s Job Descriptions, Military Crosswalk and Military Crosswalk Guide at Texas State Auditor's Office - Job Descriptions.

ADA Accommodations:

In compliance with the Americans with Disabilities Act (ADA), HHSC and DSHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the on-line application, contact the HHS Employee Service Center at 1-888-894-4747. If you are contacted for an interview and need accommodation to participate in the interview process, please notify the person scheduling the interview.

Pre-Employment Checks and Work Eligibility:

Depending on the program area and position requirements, applicants selected for hire may be required to pass background and other due diligence checks.

HHSC uses E-Verify. You must bring your I-9 documentation with you on your first day of work. Download the I-9 Form

Telework Disclaimer:

This position may be eligible for telework.  Please note, all HHS positions are subject to state and agency telework policies in addition to the discretion of the direct supervisor and business needs.