DFPS HUB Coordinator

Jul 5, 2023

Texas Department of Family and Protective Services

Closing Date:	07/10/2023
Job Description: DFPS HUB Coordinator: Program Specialist VII For added information, please see https://jobshrportal.hhsc.state.tx.us/ENG/careerportal/Job_Profile.cfm?szOrderID=571607&szReturnToSearch=1&&szWordsToHighlight= The Department of Family and Protective Services (DFPS) seeks highly qualified candidates to fill the Program Specialist VII position in the Contract Oversight and Support (COS) division as the HUB (Historically Underutilized Business). The ideal candidate will thrive in an environment that emphasizes: innovation through new ideas and technology; independent execution of tasks; continuous improvement; high standards and accountability; proactive problem solving; high standards for excellence; an exceptional eye for detail and quality; leading by example; team building; and embracing individual differences as a source of strength. Under the direction of the COS Director, the position is responsible for leading the DFPS HUB program and establishing agency-wide HUB goals within the Departments Strategic Plan. This position will provide recommendations, expertise, and advice of the program to management, including Executive Management. This position is responsible for overseeing and implementing the HUB program on behalf the agency. Position is responsible for assuring HUB participation and compliance through all stages of the procurement and contracting cycle. This position will establish and lead the agency in outreach, training, and expenditure reporting as required by statute and rule. This position will be accountable for HUB program goals and will work independently to lead the program on behalf of the agency. The position is responsible for monitoring, planning, coordinating, evaluating and reporting on HUB related activities. The HUB Coordinator performs highly advanced program and technical work within DFPS, and collaborates with the Health and Human Services HUB Program and HHS-Procurement and Contracting Services HUB Division. The HUB Coordinator works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.
Essential Job Functions: Oversees the collection of information to analyze in preparation for reporting as mandated by statute. Performs functions to support the HUB program including: data expenditure analysis and reporting, outreach, training, and compliance activities. Provides leadership, administrative activities, and the implementation and oversight of the Agency’s Statewide HUB Program. Ensures program assignments, and tasks are completed effectively by meeting deadlines. Identify program deficiencies and provide solutions, review and revise policy and procedures. Prepares and maintains program’s annual budget. Coordinates, plans, monitors, evaluates, and reports on HUB program effectiveness and outreach efforts and activities. Compiles HUB Reporting information, documents, and reports for the Texas Legislature, DFPS Commissioner, Executive Staff, Contracting Leadership, and contract managers. Responsible for reporting to the Comptroller of Public Accounts (CPA) as required for the semi-annual and annual statewide HUB Report. Determines and evaluates HUB subcontracting plan for procurement and contract reviews. Manages projects, tasks and assignment with effective time management to ensure successful completion by established deadlines. Provides status reports and provides explanations for variances in the monthly reports. Reports on the DFPS’ HUB utilization, mentor protégé relationships, and outreach efforts. Serves on procurement evaluation screening teams for contract bids/proposals as needed. Participates in statewide and internal agency HUB forums and related procurement events to identify and recruit potential vendors for the agency’s contracts. Performs developmental and technical assistance to coordinate the administration and evaluation of the HHS’ HUB Program initiatives. Develops HUB brochures and training materials, schedules, priorities, and standards for achieving goals. Performs research for potential HUB vendors and provides HUB vendor lists, by accessing the CPA’s Centralized Master Bidders List (CMBL) and other databases. Develops and implements techniques for evaluating HUB inclusion and program effectiveness. Develops schedules, priorities, and standards for achieving and evaluating contract management and procurement program goals. Prepares and/or oversees the preparation of program management and productivity reports and studies. Responds to audit findings related to programs or initiatives.
Knowledge Skills Abilities: • Knowledge of state laws relating to state contracts and procurement processes. • Knowledge of the Comptroller of Public Accounts (CPA’s) procurement processes, HUB Program, Vendor Management Program, HUB rules, policies and procedures. Knowledge of DFPS programs. • Skills to make effective presentations to the general public. • Skill in managing multiple, sometimes conflicting priorities, without jeopardizing deadlines or system milestones. • Skill in researching to understand and operationalize regulations and policies. • Skill in facilitating and training in individual, small group, and large group settings. • Skill in establishing and maintaining effective working relationships. • Ability to use procurement tools such as CMBL, HUB Directory and ESBD. • Experience in serving as a liaison between division and stakeholders. • Ability to work tactfully and effectively with internal and external customers, in person and/or on the telephone. • Ability to represent the agency at conferences, meetings, and forums. • Ability to understand the principles of small business and networking • Ability to communicate effectively with all levels of staff, executive management, and stakeholders both orally and in writing with tact and diplomacy. • Ability to analyze data and present in written and spreadsheet form. • Ability to lead and work cooperatively in a team environment. • Ability to use the Microsoft Windows Suite of products including Microsoft Word, Microsoft Excel, and Microsoft Outlook. • Skill in communicating effectively both orally and in writing. • Ability to work in a team environment; and, • Must have an aptitude for details.
Registration or Licensure Requirements: Certified Texas Contract Manager (CTCM) and/or Certified Texas Contract Developer (CTCD) preferred. Certification is required within 18 months.
Initial Selection Criteria: Bachelor’s degree preferred. Five years’ full-time consultative, supervisory, managerial, professional or technical work which must include: analysis of work problems having an administrative aspect and interpretation of complex material; or planning, organizing, and coordinating requirements for support services or program operations where a wide range of demands are involved; extensive experience with project management practices; interpretation of complex written material; evaluating procurement and contract documents for adherence to state agency contracting standards, and/or experience in serving procurement and evaluation teams, committees and workgroups. Texas Department of Family and Protective Services experience preferred. HUB Program knowledge and experience preferred. Current CTCM or CTCD certification, preferred.