Project Coordination Specialist

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 Integration & Coordination (I&C) Unit serves as a single customer interface for projects requiring coordination across multiple parts of the Office of Data, Analytics, and Performance (DAP) or Health and Human Services (HHS) and is helping create processes and relationships that drive toward a strategic, agency-wide approach to data, analytics, and performance. Under the direction of I&C Unit management, the Program Specialist VII performs highly advanced (senior-level) analytic, consultative, and project management services.  

Working within the Performance & Analytics Integration department, this position is responsible for supporting multiple performance and analytic initiatives designed to measure, monitor, and improve the efficiency and effectiveness of the HHS services system. Work involves coordinating, planning, initiating, and monitoring projects at various levels of completion, primarily in collaborative settings under minimal supervision with extensive latitude for self-directed initiative and independent judgment and decision-making. This position must lead through influence, remain organized and create order, and develop and communicate clear paths forward for project success.

The Program Specialist VII works closely with Performance Management & Analytics System (PMAS) team members and stakeholders to ensure all aspects of the PMAS projects are addressed and completed accurately and timely. Work involves consulting with executive-level staff, building and managing relationships and interactions within and across departments and divisions, and unifying project team members and stakeholders, ensuring all are aligned on project goals, roles, responsibilities, and expectations. The Program Specialist VII develops detailed project proposals, plans, reports, status updates, and communications that translate technical jargon into plain language appropriate for executive-level leadership consumption. This position must quickly grasp new concepts, techniques, processes, and technologies in unfamiliar domains; think critically and strategically to evaluate information and make effective decisions that support progress and prevent delays, even with little or missing information; and identify and articulate the agency and business value derived from PMAS initiatives and activities.

The Program Specialist VII also provides ongoing support to a variety of HHS program areas. This support may include: development and management of data analytics related projects; development and oversight of data governance engagements; planning and directing functional organizational assessments, including making recommendations to increase efficiencies or reduce risk; assistance with continuous improvement strategies; needs assessment and reporting methodologies assistance; developing and managing multiple complex strategic initiatives at all stages of projects to ensure their successful planning and implementation; and facilitating cross-divisional and cross-agency workgroups.

The Program Specialist VII attends work on a regular and predictable schedule in accordance with agency leave policy and manages other special projects as assigned. The ideal candidate will thrive in an environment that innovates through new ideas, strives for excellence, embraces change, and supports teamwork.  

Essential Job Functions (EJFs):

EJF 1. Project Coordination (PMAS) (35%)

Oversees and coordinates initiation and execution of PMAS projects from intake to completion. This includes but is not limited to developing detailed reports, work plans, and related documentation necessary to communicate the progress and status of such initiatives to executive/senior staff, evaluating project risks, and recommending and implementing mitigation strategies to reduce risks. Works with other divisions, agencies, and program areas to ensure close coordination during the planning and implementation of initiatives. Develops components, including project proposals, project status updates, definition of done, and project close-out reports necessary to support the data and analytics initiatives. Works closely with cross-functional teams to ensure all projects align with the project goals, meet customer needs, and are completed within scope and on time.

EJF 2. Project Management, General (25%)

Directs, develops, initiates, manages, and evaluates multiple, concurrent projects and initiatives that vary in size, scope, and complexity. Consults with management-, director-, and executive-level staff, as needed, to develop and establish project goals and objectives consistent with leadership direction. Develops project management tools and documents, as needed, to ensure projects meet expectations for quality, timeliness, and impact, including project plans, timelines, communication strategies, and project deliverables. Proactively learns about key project-related topics in order to demonstrate detailed understanding of the assigned project purpose, goals, stakeholders, anticipated blockers/issues, and other relevant details. Prepares high-quality written project reports, updates, summaries, and other documents as assigned or needed.  Builds cross-department and division relationships and provides ongoing support to a variety of HHS program areas, as needed, to accomplish project goals. Serves as the primary point of contact for project coordination and communication. Develops solutions to highly complex issues and concerns, develops implementation plans, and helps coordinate and support implementation. Plans, prioritizes, and performs a variety of technical training, research, planning, policy, program assessment, and administrative activities, including overseeing the delivery of project or assignment deliverables in accordance with project objectives and goals. Ability to receive and respond to (sometimes competing) feedback from multiple stakeholders and management and remain solution-oriented.

EJF 3. Internal Division Support (20%)

Supports or leads internal initiatives. Oversees studies and analyses of DAP operations, issues, and the preparation of reports of findings and recommendations. This may include conducting functional operational analyses used to assess and mitigate risks, recommending and developing policies, procedures, standards, and manuals, and planning program activities in accordance with DAP objectives and goals. This may also include reviewing and editing DAP analytic, research, and legislatively mandated reports.

EJF 4. Agency Project Support (10%)

Supports HHS initiatives, directives, and strategies by developing policies, procedures, standards, and manuals, and creating efficiencies where opportunities occur. Consults with executive-level staff, builds cross-agency, -division and -department relationships, and provides ongoing support to a variety of HHS program areas. Confers with stakeholders to develop strategies and long and short-term goals; identifies areas of needed change and makes recommendations to improve operations. Oversees the collection, organization, analysis, and preparation of materials in response to requests for information and reports. This includes preparation of high-quality written reports, analyses, communications, presentations, summaries, updates, templates, and other documents as assigned or needed by DAP or HHS division/program areas or requested by HHS executive staff to support leadership in meetings and briefings and to help advance agency priorities as they relate to performance and data analytics. Reviews materials and recommends revisions or changes in scope, format, and content.

EJF 5. Workgroup Facilitation (10%)

Plans, directs, and facilitates cross-program and multi-agency workgroups as required by project goals. Consults with Executive-level sponsors and/or governing/oversight entities (e.g., Executive Steering Committees (ESCs), Data Governance and Performance Management Council/ESC) to establish workgroup goals, objectives, and deliverables and provides updates on progress, as needed or requested.  Develops project charters, project plans, and timelines as needed. Attains buy-in, support, and participation from workgroup members and stakeholders. Manages communication and coordination across multiple levels of the organization and stakeholder groups to ensure workgroup goals and objectives are met.

Knowledge, Skills, and Abilities (KSAs):

Knowledge of:

• Project management and strategic planning techniques to include analysis, planning, measurement, and achievement of established goals.
• HHS/HHSC agency/division/program area business processes and operations.
• Project tracking tools and software
• Negotiation and conflict resolution techniques.
• IT and/or technology-related infrastructure and project lifecycles
• Measurement concepts, including research planning, needs assessment, evaluation methods, and analytics.  

Skill in:

• Managing high-profile projects or initiatives.
• Critical thinking and problem-solving.
• Managing multiple and competing priorities.
• Conducting project or topic-related research, collecting and analyzing data, identifying alternative solutions, and drawing logical conclusions.
• Aligning projects with broader goals of the agency and/or program areas
• Writing in a clear and concise manner for a variety of audiences.
• Working collaboratively and cooperatively with diverse stakeholder groups.
• Change and scope management.
• Maintaining interpersonal relationships, including ability to work with people under pressure, negotiate among multiple parties, and resolve conflicts.
• Presenting issues and recommendations verbally and in writing.
• Using Microsoft Office Suite including Word, Excel, and PowerPoint.
• Analyzing and evaluating policies, procedures, regulation, and laws and summarizing complex information and issues, evaluating alternatives, and developing creative and workable solutions
• Persuasive speaking/writing and consensus building.
• Rapport building and listening.
• Creating practical solutions to complex and nebulous problems.

Ability to:

• Proactively and independently manage workload and timelines by being resourceful, creative, and accountable for progress and decisions made.
• Receive feedback from multiple stakeholders and management.
• Demonstrate/promote/support creative and critical thinking skills, and problem solving.
• Convey technical project information to non-technical stakeholders.
• Adapt behavior and work methods in response to new information, changing conditions, or unexpected obstacles.  
• Communicate complex information clearly and with influence for a variety of audiences using concise written and verbal communications.
• Compose, review, illustrate, edit, and summarize technical and business documents, materials, and reports.
• Plan and facilitate effective meetings with diverse stakeholder groups.
• Facilitate in-person meetings.
• Explain, advocate, express facts and ideas, and negotiate with individuals and groups.
• Build, establish, and maintain effective working relationships and coalitions.
• Collaborate and cooperate with team members.
• Facilitate and manage large-scale workgroups.
• Actively contribute in group settings to complete tasks, meet goals, and manage projects.
• Use data to make recommendations for improvement; interpret data, draw meaningful, real-world conclusions, and make recommendations.
• Compile, review, and analyze data to devise solutions to problems.
• Determine informational needs, collect and analyze information, and devise and prepare analytical reports.
• Develop and deliver both verbal and written presentations.
• Provide guidance, counseling, advice, and recommendations to managers and senior leadership.
• Serve as a lead worker, providing direction to others.
• Work independently and deliver results in an environment of broad, consultative management.
• Work under pressure and meet close deadlines.
• Work with complex and ambiguous issues and apply judgement to those issues.
• Maintain a professional demeanor at all times.

Registrations, Licensure Requirements or Certifications:

None

Initial Screening Criteria:

Graduation from an accredited four-year college or university, plus three years of full-time work experience in the health and human services or related field(s). Advanced degree preferred.

A master’s or doctoral degree may substitute for the work experience listed above on a year-by-year basis, with no more than two years of substitutions.

Experience in developing reports for executive audiences, analyzing complex information, managing large-scale, complex projects, or initiatives, managing change or process improvement required. HHS policy and/or program experience, evaluating business processes, and developing policies and processes to promote efficiency and accountability are preferred.  

Additional Information:

Candidates will be required to provide a writing sample or visual presentation.

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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.