Director-Advisory Committee Coordination Office

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Brief Job Description:

The Texas Health and Human Services Commission (HHSC) is seeking a highly organized, performance and process driven, transparent and customer focused candidate to lead the Advisory Committee Coordination Office (ACCO) team.

The Director performs highly advanced, senior-level managerial work providing strategic planning, guidance, and direction as well as overseeing key operations and activities for advisory committee appointments and meeting facilitation. 

ACCO manages a centralized process for tracking and coordinating Executive Commissioner appointments to dozens of advisory committees and provides full administrative support to the HHSC Executive Council. ACCO also coordinates with program areas to ensure the almost 200 advisory committees meetings held each year are conducted in compliance with the Texas Open Meetings Act to ensure transparency and meaningful stakeholder engagement.

Under the direction of the Deputy Executive Commissioner for the Office of Policy and Rules (DEC OPR), the ACCO Director manages the activities and functions of ACCO and its staff. The position requires the candidate to work closely with program areas, legal, and executive staff to effectively manage the process for appointments made by the Health and Human Services Commission (HHSC) Executive Commissioner (EC) and administrative facilitation of all HHSC advisory committees and some Department of State Health Services (DSHS) advisory committees.

This role directs daily operations and staff in accordance with agency policies and procedures, establishes goals and objectives, develops and implements techniques to evaluate team performance and progress, identifies and implements process improvement opportunities, manages data and information management around advisory committee applicants and appointees, and provides regular updates to agency leadership and internal customers on ACCO activities.

This Director manages team members responsible for the appointment process and who are tasked with posting of application opportunities, aggregating and processing appointment applications, coordinating the review of applications and recommendation packets, and tracking appointment expirations and vacancies on advisory committees.

The Director also manages ACCO meeting facilitators and production staff and provides the resources needed to ensure meetings held are well organized. The Director should: be able to multi-task; delegate; be eager to continuously learn and improve; be able to thrive in a challenging, fast-paced environment; and have excellent communication skills, a positive attitude, and a desire to help meeting participants which includes agency staff, advisory committee members, stakeholders, and the Texans we serve.

Essential Job Functions (EJFs):

(30%) Appointments: Provides leadership, planning, and overall coordination related to the appointments process.  Has primary responsibility for directing appointment staff work including assistance in tracking member terms, preparing solicitation and application documents, posting of solicitations on agency website and marketing efforts using GovDelivery, ensuring timeliness and quality control around appointment recommendation packets, staff entry of data for applications received, shepherding application packets through the entire process, and preparation of materials for review before submission of recommendations for executive leadership consideration. Responsible for:

*developing and ensuring adherence to statutory requirements, agency policies and procedures;

*identifying training needs, developing and delivery of training, customer support and technical assistance to agency staff involved in the appointment process.

(25%) Meeting Activities: Oversees staff performance of a range of administrative services and technical assistance related to the ACCO and the facilitation of HHSC and some DSHS advisory committee meetings.  Has primary responsibility for assigning tasks to and overseeing ACCO staff who facilitate advisory committee meetings relying on Robert’s Rules of Order for parliamentary procedures, providing assistance to program staff in conducting pre-meetings, preparing and adhering to agendas, minutes, and other administrative documents, calling roll, accepting witness cards, facilitating and production of meetings. This includes supporting not only agency staff but also advisory committee members and participation by the public.  Responsible for providing training and technical assistance to system program staff serving as AC liaisons.

(10%) Supervises the Executive Council Liaison who works with the Rules Coordination Office to plan and execute HHSC Executive Council meetings and other meetings upon request. This includes drafting agendas, organizing presentations, posting of meeting materials, room reservations, and overall meeting planning.

(20%) Monitors, tracks, and reports to DEC OPR and other agency leadership routinely (quarterly and monthly) and on an ad hoc basis on key performance measures to demonstrate progress towards division goals and to evaluate team performance. This includes using technology to measure timeliness and quality control around the appointment process. Responsible for collaborating with program areas to aggregate and produce for agency leadership a statutorily required annual report of advisory committee activities and related costs.

(15%) All aspects of human resources including recruiting, hiring, and time and leave management of team. Analyzing legislation. Responding to requests by the legislature, public officials, and agency leadership. Ensuring policies, procedures, and handbooks are current. Other duties as assigned by DEC OPR.

Knowledge, Skills and Abilities (KSAs):

Knowledge of:

• Process improvement techniques and implementation.

Skill in:

• Interpersonal relationships, including the ability to work with people under pressure, negotiate among multiple parties, resolve conflicts, and establish and maintain effective working relationships.
• The use of computer software, specifically Microsoft Outlook, Word, Excel, Teams, SharePoint, and Power Point.
• Both formal and informal meeting management.
• Developing and evaluating policies and procedures; assessing risks and developing contingency plans.
• Problem solving and detecting potential issues and escalating to leadership as appropriate.
• Written and oral communication, including the ability to make public presentations, write technical information in an understandable format, and produce sophisticated reports.

Ability to:

• Develop work plans, organize, and direct work/program activities, prioritize time, manage multiple projects and deadlines, and supervise the work of others.
• Manage, monitor and report on appointment key performance indicators.
• Work cooperatively and effectively in a team environment.
• Interpret and explain statute, rules, regulations, policies, and procedures concerning HHSC advisory committees, and make recommendations for process improvements.
• Respond to and resolve customer issues and inquiries and report on project status.
• Learn new technology to conduct virtual meetings.
• Use SharePoint, Teams, and Salesforce software utilized in soliciting applications and tracking AC members terms.

Registrations, Licensure Requirements or Certifications:

N/A

Initial Screening Criteria:

1. Graduation from an accredited four-year college or university with a bachelor’s degree preferred. Relevant professional experience may substitute for education on a one-to-one year basis.
2. At least three years of management experience hiring, leading a program or team, establishing work processes, assigning work, setting priorities and monitoring progress.
3. At least three years of state agency experience, Texas Health and Human Services preferred.
4. Experience in project management including managing timelines, adherence to milestones, and providing performance measures data.
5. Direct experience in both formal and informal meeting management.
6. Experience serving on or working with a formal advisory committee or board, preferably one requiring an understanding of bylaws and Robert’s Rules of Order.

Additional Information:

N/A

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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.