Job Description

HR Program Coordinator

Agency

Texas Division of Emergency Management

Department

Human Resources Division

$5,416.67 monthly

Austin, Texas

Staff

GENERAL DESCRIPTION:
The Texas Division of Emergency Management (TDEM) is an emergency response entity, this status can affect working hours, travel needs and change in duties as needed. The Human Resources (HR) Division is a fast-paced environment requiring self-initiative and independent judgment.

The HR Program Coordinator, under general supervision, coordinates administrative operations and supports provides overall HR support to enhance the efficiency and effectiveness of HR programs. This position provides comprehensive administrative support to the Chief Human Resources Officer (CHRO) and Section Chiefs, including calendar management, travel coordination, and drafting correspondence, reports, forms, and memos often involving confidential information. This position is responsible for ensuring the office is open for business hours from 8 AM to 5 PM.

Position is located and performed at the TDEM Headquarters located in Austin, Texas.

*Salary is a fixed rate and is non-negotiable.

*This position is located on-site and not subject to telecommuting.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES:

• Provides comprehensive administrative support to the CHRO and the Section Chiefs.

• Coordinates and performs support functions across various areas of HR for the logistical and day-to-day business needs.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the division, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Coordinates the maintenance of HR’s operational policies and procedures and ensures timely annual review and updates as needed.

• Manages calendars, schedules and prioritizes meetings, appointments, and special events; reserves meeting sites, contacts and confirms appointments and meetings, as needed.

• Maintains office operations, including supply inventory and equipment coordination.

• Supports the Section Chief with review of the divisional SharePoint intranet website, ensuring information is accurate and up to date.

• Assists with the evaluation of administrative practices and programs and provides input for process improvements.

• Assists with planning and coordinating special and administrative assignments, programs and projects.

• Responsible for HR records management and retention activities, including the annual records disposition.

• Serves as liaison for open records requests and records retention.

• Coordinates, compiles and organizes data for various management reports and requests for information; and coordinates distribution of materials and obtaining authorization/approvals.

• Coordinates onboarding of new hires with the HR Business Partners/HR Generalists.

• Plans and coordinates office moves, telecom, IT setup and maintenance of office equipment as necessary.

• Tracks HR contracts and procurement process.

• Responsible for processing conference registration, professional licenses and organization membership renewal and maintenance for HR staff.

• Responsible for coordinating logistics for the Human Resources Officers (HRO) council meetings and other quarterly meetings as needed.

• Responsible for coordinating logistics for the TDEM Law Fellow program.

• Arranges and manages complex travel arrangements. Prepares travel arrangements and expense reports for the division. May approve and process travel reimbursements.

• Ensures compliance with purchasing, contracting, and regulatory requirements.

• Prepares purchase requisitions for the division.

• Monitors and assists with intake log of internal grievances.

• Coordinates, compiles, and performs analysis of data and prepares periodic and ad hoc reports such as board of regents reports and agenda items.

• Participates in special projects and work groups as needed.

• Provides proactive support across various HR programs.

• Serves as a liaison between internal divisions, external stakeholders, and employees to facilitate effective communication and collaboration.

• Coordinates personnel file management to ensure compliance, organization, and accessibility.

• Drafts and manages HR correspondence and communications.

• Assists in compiling and preparing reports and documents related to HR activities.

• Assists in researching technical issues.

• Maintains confidentiality of HR documents, personnel matters and discussions.

• This position is a security-sensitive position. The individual in this position is required to handle Protected Health Information (PHI) as defined by HIPAA regulations. The individual is required to handle PHI in accordance with A&M System policy and is further required to complete HIPAA training as a condition of employment, within a reasonable timeframe after the individual’s employment, and on an as needed basis thereafter.

• Ability to travel up to 10%.

• Face-to-face and person-to-person interactions are required.

• Maintains a regular course of attendance during assigned work schedule and works extended hours when needed. Responsible for opening the office for business at 8:00 AM and working an 8:00 AM to 5:00 PM schedule.

• Performs related work as assigned.

This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

MINIMUM QUALIFICATIONS:

Education – Bachelor’s degree or equivalent combination of education and experience.

Experience – Two (2) years of related experience.

*Additional work experience or the type described above may be substituted for the education requirement on a year-for-year basis. Thirty (30) semester hours is equivalent to one (1) year of experience. A completed advanced degree in a relevant field may also be substituted in lieu of work experience.

KNOWLEDGE, SKILLS AND ABILITIES:

• General knowledge of HR management principles, HR core processes, and other federal or state HR-related regulations.

• Working knowledge of Workday or similar HRIS systems and tools.

• Working knowledge of, or the ability to rapidly assimilate information related to TAMUS, state, and federal regulations, legislation, guidelines, policies, and procedures.

• Understanding of confidentiality and data privacy standards in HR.

• Strong interpersonal, customer service, and project management skills.

• Skill in coordinating meetings and events.

• Skill in effective oral and written communication including active listening.

• Skill in multi-tasking, prioritizing and organization in a multi-demand and constantly changing environment.

• Skill in using a computer.

• Proficiency in Microsoft Office (i.e., Word, Excel, PowerPoint).

• Ability to examine data/information, discern variations/similarities, and be able to identify trends, relationships, and causal factors, as well as grasp issues, draw accurate conclusions, solve problems, and apply actions to effectively resolve current issues and prevent recurrences of problem conditions.

• Ability to work independently; and to understand and effectively apply complex oral and written instructions and procedures.

• Ability to anticipate and identify issues and problem solve.

• Ability to monitor quality of work to ensure high accuracy.

• Ability to communicate with tact and diplomacy.

• Ability to responsibly handle sensitive and confidential information and situations.

REGISTRATION, CERTIFICATION OR LICENSURE:

Must successfully complete and obtain certification in IS-100, IS-200, IS-700, IS-800 FEMA courses within twelve (12) months of employment and any other training as determined.

*Additional Military Crosswalk (occupational specialty code) information can be accessed at: http://www.hr.sao.texas.gov/CompensationSystem/JobDescriptions

*Resumes are not accepted in lieu of an application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.