Texas Health and Human Services · 2 days ago
Operations and Administrative Coordinator (PS III)
Austin, TX
Full-time
Onsite
Mid Level
$4,020.33/mo - $5,678/mo
3+ years expTexas Health and Human Services Commission (HHSC) is dedicated to positively impacting the lives of Texans. They are seeking an Operations and Administrative Coordinator to support the Strategic Business Operations team by coordinating key administrative activities and providing advanced operational support to leadership.
Health Care
Responsibilities
Oversees cross-divisional processes and documentation, including maintaining master MCS organizational charts and coordinating an MCS 'mission-control' calendar for leadership and stakeholder meetings
Maintains a centralized repository of internal operational policies, processes, and procedures; develops templates, forms, standards, and communications to support quality and efficiency improvements
Performs HR-related activities for SBO and other MCS areas as needed, including navigating Career Center as a Job Requisition Coordinator or Recruitment Partner, submitting and validating HR forms, conducting initial screening, and coordinating candidate interview logistics
Supports MCS operations functions such as open records requests, asset management inventory reviews, wireless device usage reviews, space management activities (including regional space coordination), and telework profile and training updates
Serves as the lead coordinator for the division’s quarterly Administrative Support Consortium, supporting agenda development, preparing executive-level materials and presentations, coordinating logistics, and managing post-meeting action items and documentation
Supports disaster response activities, including maintaining the division’s business continuity plan and coordinating required drills (e.g., call-down exercises)
Assists with cross-division records management, ensuring compliance with agency retention schedules and updating schedules annually or as needed
Prepares tracking reports and spreadsheets; maintains electronic and paper files; retrieves information as needed; and ensures all documents are clear, concise, relevant, and grammatically correct
Assists with purchasing and travel processes, including developing purchase orders and supporting travel documentation
Coordinates scheduling for the SBO team, resolves conflicts, and prepares and distributes meeting agendas, minutes, and related materials
Performs other duties as assigned
Qualification
Required
Bachelor's degree from an accredited college or university in Business Administration, Public Administration, Communications, Management, Information Systems, or a related field; or high school diploma or GED with three (3) or more years of full-time experience in administrative, operations, program support, or office coordination roles
Demonstrates exceptional organization, attention to detail, and the ability to manage multiple priorities in a fast-paced environment
Communicates clearly and professionally, both verbally and in writing, and maintains strict confidentiality when handling sensitive information
Builds strong working relationships, delivers excellent customer service, and collaborates effectively with staff and leadership
Is proactive in identifying operational solutions, improving administrative processes, and (where possible) anticipates the needs of SBO leadership
Shows strong technical aptitude, including navigating productivity software, managing complex scheduling in Outlook
Has the ability to learn and use unfamiliar software, such as Career Center
Knowledge of advanced administrative practices and procedures
Knowledge of basic project management techniques
Skill in using office software, such as Microsoft Outlook, Word, PowerPoint, Teams, and Excel
Skill in organizing, tracking, and developing written and electronic documents
Skill in formatting, proofreading, and editing letters, memos, and professional correspondence
Ability to learn and navigate web-based systems such as the Career Center, Centralized Accounting and Payroll/Personnel System (CAPPS), and other HR related systems
Ability to maintain electronic and physical filing systems
Ability to prioritize and complete multiple tasks under tight deadlines
Ability to assess situations, identify issues, and develop practical solutions
Ability to interact effectively and courteously with staff and the public through Teams, phone, email, and in person
Ability to communicate clearly and effectively, both orally and in writing
Ability to work independently within defined role expectations
Ability to interpret and apply rules, regulations, policies, and procedures
Ability to implement administrative procedures and evaluate their effectiveness
Ability to maintain confidentiality
Ability to process information and prepare concise reports, charts, and documents
Benefits
100% paid employee health insurance for full-time eligible employees
Defined benefit pension plan
Generous time off benefits
Numerous opportunities for career advancement
Company
Texas Health and Human Services
Texas Health and Human Services is an agency that focuses on improving health, safety and well-being.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Dr. Napoleon Broughton
Chief Executive Officer: Life Enhancement Solutions
John F. Palermo
CTO Strategic Analyst VI
Recent News
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