Brief Job Description:
Provides senior level, complex, professional assistance to the
Chief Information Officer (CIO), Deputy Chief Information Officers
(DCIO) and CIO Office Manager. Responsible for managing critical
functions related to the administration and oversight of IT in
support of IT executive staff. Oversees high-level administrative
operations for HHSC IT, an organization of approximately 1,500
staff. The CIO/DCIO office processes many complex, critical, and
sometimes confidential matters: major procurements, IT project
reports submitted to federal and state oversight authorities,
governance coordination with all major HHS program areas, budget
tracking, and HR transactions.
Provides advice on administrative matters to IT management and
staff. Develops, maintains, and communicates administrative
procedures and methods for the CIO/DCIO office. Ensures quality of
reports and other publications. Coordinates meetings with other
governmental agencies, major vendors, executives, and
organizations. Works under limited supervision, with considerable
latitude for the use of initiative and independent judgment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance
with agency leave policy and performs other duties as assigned.
(30%) Coordinates projects and major assignments. Makes
recommendations on how to approach assignments. Follow up with team
members to ensure closure on action items. Recent projects include
1) gathering continuous improvement ideas from all IT staff through
email assignments, interviews, and follow-up via telephone, and 2)
analyzing the IT results from the Survey of Employee Engagement
(SEE), a biennial survey of all staff, and reporting findings and
recommendations to IT management. Prepares, reviews, edits, and
tracks high quality written documents, including project updates,
summaries, memoranda, issue papers, status updates, presentations,
agendas, and special reports submitted to or from the CIO/DCIO
office. Ensures all tasks/projects assigned are dealt with in a
timely manner, meeting all deadlines, and obtaining all approvals
(20%) On an ongoing basis, reports on program area and
system-wide project issues, and formulates strategies to resolve
issues; develops, monitors and reports project milestones; assesses
project risks and develops plans for risk mitigation; analyzes
CIO/DCIO budget. Develops and maintains monthly reports including
updates for all HHS agencies on high visibility information
technology projects. Interprets policy and procedures for
developing IT policies.
(20%) Provides general staff services functions such as:
- procurements - determines staff needs, researches available
solutions, provides expert advice to management on best procurement
method, prepares paperwork for procurements,
- budget tracking - recommending expenditures, analyzing monthly
budget reports, reporting on trends, giving expert advice to
management on how to resolve issues, for CIO office budget of
approximately $2M annually),and
- miscellaneous staff requests for tasks, gives expert advice to
management on how to streamline signature and approvals routing
based on current policies and practices in effect, and other
logistics activities. Plans and coordinates special and
administrative assignments and programs, such as annual inventory
reconciliation. Develops office procedures, including writing,
disseminating, and revising IT management policies such as how to
handle departing employees' electronic files and document approval
(10%) Coordinates complex meetings with up to 30 attendees
ranging from Deputy Executive Commissioners to program area policy
staff. Coordinates conference rooms and travel arrangements.
Establishes meeting agendas, scribes meeting notes (documenting
meeting decisions to produce Open Records), and tracks numerous
(10%) Gives expert advice on HR functions, such as hiring and
separations. Drafts job postings, screens applications, plans
interviews, administers in basket exercises, secures system access,
and facilitates exit activities. Tracks compliance with HR policies
such as evaluation currency and required training.
(10%) Acts as liaison to other program staff and other agencies
or HHS divisions concerning programs and initiatives being managed
by the office. Provides input, technical assistance, and guidance
to staff (internal and other HHS divisions) in the development and
implementation of activities and initiatives. Interacts regularly
with other HHS executive staff offices to coordinate assignments.
Develops and coordinates the implementation of assigned
administrative and projects/initiatives. Knowledge Skills
Basic knowledge of information technology and systems
development principles and methodologies.
Knowledge of interpersonal and communication skills required in
Knowledge of the methods, principles, and practices of executive
level office management - meeting planning/coordination, time
management, organizational skills, and strong attention to
Knowledge of human resources best practices.
Skill in working within a large organization with a large and
diverse customer base.
Advanced skill in the use of computers and office productivity
software (Microsoft Office suite including Word, Excel, PowerPoint,
Visio, Outlook calendars and tasks, and SharePoint).
Skill in critical thinking to analyze and solve work problems
with initiative and creativity.
Skill managing and completing multiple, overlapping
Skill with budgeting techniques and practices.
Ability to study, comprehend, and evaluate complex processes to
propose recommendations for improvement.
Ability to quickly learn and apply agency programs, policies,
Ability to read, interpret, follow, and guide others on complex
Ability to organize and develop work plans, coordinate
assignments and adhere to deadlines.
Ability to effectively communicate, verbally and in writing,
with team members, stakeholders and executive leadership, including
ability to tailor communication to audience to achieve desired
Ability to coordinate activities among groups of varying sizes
and levels of staff.
Ability to develop and maintain excellent working relationships
with all levels of staff, stakeholders, and outside entities.
Ability to maintain the highest level of confidentiality.
Ability to produce high quality work.
Able to work in a rapidly changing and often ambiguous
environment. Registration or Licensure Requirements:
No licenses, certifications, or registrations are required to
perform this job. Initial Selection Criteria:
- Support of executive level staff
- HR activities / policy knowledge
- Advanced use of Microsoft productivity suite
- Strong written communication skills (grammar and proofreading)
There are no direct military occupation(s) that relate to the
responsibilities, and registration or licensure requirements for
this position. All active duty, reservists, guardsmen, and veterans
are encouraged to apply if they meet the qualifications for this
HHS agencies use E-Verify. You must bring your I-9 documentation
with you on your first day of work.
I-9 Form - Click here to download the I-9 form.
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 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.