Licensing Program Coordinator

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.

Position is based in Austin and may be allowed to telework on some days if approved.

Licensing Program Coordinator works under minimal supervision of the Professional Licensing and Certification Manager, with considerable latitude for the use of initiative and independent judgment. Performs highly advanced (senior-level) consultative services and technical assistance work. Work involves planning, developing, and implementing major agency program(s) and providing consultative services and technical assistance to program staff, governmental agencies, community organizations, or the general public.

Serves as a team lead to the Professional Licensing and Certification Unit. Responsible for coordinating and facilitating the licensing team’s work, training staff, and performing quality indicator reviews of licensing applications. Reviews work for accuracy, completeness, and professionalism. Prioritizes workload, complies with deadlines, and works on multiple tasks with rapidly changing deadlines. Performs consultative and technical assistance in response to legislative requests. Collaborates with management in planning, developing, and implementing  licensing program operations, policies, and procedures. Responds to inquiries and provides technical and consultative services to stakeholders including staff, other governmental agencies, licensees, and the public. Conducts research on rules and statutes and assists in developing or revising licensing rules. Assists in the development or revision of licensing rules. Assists with review of proposed legislation and preparation of bill analyses and fiscal notes. Ensures that mandated agency reports are timely and accurate. Represents the program area by attending meetings and participating in workgroups. Provides excellent customer service and guidance to others. Performs special projects as assigned.

Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. 

Essential Job Functions:

EJF 1: Coordinates and facilitates staff’s work. Works with staff to identify and resolve technical and complex issues and provides training. Performs quality indicator work reviews regarding accuracy, timeliness, completeness, and professionalism. Develops and ensures that program forms, letters, and other documents are current and accurate. Reports concerns to the Manager. 40%

• Coordinates and oversees the timely and ongoing transmittal of completed case reviews and plans, prioritizes, and performs of a variety of technical, training, research, planning, policy, program assessment, and administrative activities for the professional licensing and certification unit. (20%)
• Provides high-level advice and technical assistance to program staff to resolve problems, ensure policy compliance, and identify training needs. (15%)
• Coordinates the collection, organization and analysis of professional licensing and certification performance data to identify trends or patterns, resolve problems, and create efficiencies regarding methods of operation (5%)

EJF 2: Interprets and explains licensing laws and rules to staff, other governmental agencies, providers, and the public. Conducts research on rules and statutes and assists in developing or revising licensing rules. Assists with review of proposed legislation and preparation of bill analyses and fiscal notes. Communicates clearly and accurately with others (internally and externally) to provide, exchange, or verify information, answer inquiries, or resolve issues. 15% 

• Develops and conducts staff training as new program policies and procedures are implemented or new programs are mandated. (10%).
• Communicates and coordinates effectively with all levels of program and agency staff, other state agencies, external stakeholder groups, and various other organizations. (5%)

EJF 3: Assists management in developing, planning, and implementing policies and procedures. Creates administrative reports, tracking systems, and templates. Analyzes data. 15% 

• Utilizes qualitative and quantitative data to evaluate existing or proposed processes, best practices, and assists management with developing and implementing changes where improvements must be made (10%.) 
• Prepares and monitors required reports related to professional licensing data. Performs research or studies or specialized projects as needed, or upon request, and maintains accurate records. (5%)

EJF 4: Reviews questions from applicants and stakeholders as needed and determines if there are any changes needed to better serve applicants. Communicates professionally with providers, stakeholders, legal representatives, internal leadership, and the public when necessary. 10%  

• Coordinates case readings and other licensing developmental activities. Reviews trends, resolves problems, and creates efficiencies regarding the methods of licensure operations or procedures. (10%)

EJF 5: Performs duties in addition to those listed above for the Council on Sex Offender Treatment. 10%

• Coordinates with the legal department and the Council on Sex Offender Treatment for Deregistration Eligibility Applications. Takes minutes at Council Meetings. (10%)

EJF 6: Performs other duties as assigned. Responds to emergencies as necessary and as directed by the Executive Commissioner. 5%

• Represents the program at meetings, hearings, trials, conferences, and seminars or on boards, panels and committees, and performs other tasks as assigned. (5%)

Registration or Licensure Requirements:

None required

Knowledge Skills Abilities:

Knowledge of the laws, rules, and regulations relevant to Health and Human Services.

• Knowledge of performance management and continuous quality improvement processes. 
• Knowledge of best practices relating to employee performance management. 
• Knowledge of principles and practices of human resource management and workforce planning. 

Knowledge of office practices and administrative procedures. Knowledge of research techniques. Knowledge of customer service skills and phone etiquette. Knowledge of program management processes and techniques. 

• Knowledge of analytical practices with the skill and ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy.
• Ability to communicate orally and in writing, including preparing detailed written reports.
• Ability to multitask and track multiple activities with competing priorities. 

Skill in identifying measures or indicators of program performance. Skill in the use of a computer and applicable software. Skill in using and maintaining databases to enter, track, retrieve data, and produce reports. Skill in using appropriate grammar and punctuation. Skill in composing and editing written correspondence, memorandums, reports, and forms. Skill in using Adobe Acrobat Pro including but not limited to organizing pages, combining files, editing, exporting, digitally signing, and stamping. Skill in using Microsoft Office products including Outlook, Word, TEAMS, and Excel. Skill in providing excellent customer service both in person and on the telephone. Skill in organizing and prioritizing workload and meeting deadlines for simultaneous tasks.

• Skill to interpret data from various sources, identify patterns and trends, and report back findings in a comprehensive and applicable manner.

• Skill in providing direction, guidance, and recommendations to managers and staff.

Initial Selection Criteria:

Experience in using computer applications software such as Microsoft Word, Excel, SharePoint, Adobe Acrobat Pro or similar products. Graduation from an accredited four-year college or university preferred. Experience and education may be substituted for one another on a year for year basis. Regulatory experience, preferred. Experience in licensing and oversight/auditing preferred. Ability to collect and analyze data preferred. Experience in training preferred.

Additional Information:

An in-basket exercise may be required at the time of the interview.  In compliance with the Americans with Disabilities Act (ADA), HHS agencies will provide reasonable accommodation during the hiring and selection process for qualified individuals with a disability. If you need assistance completing the online 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.  HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.

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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.