Under the leadership of the Vaccine Operation Group Manager, performs routine (journey-level) consultative services and technical assistance work with limited latitude for the use of initiative and independent judgement. Performs services and technical assistance work assisting in the planning and monitoring of the Immunization Quality Improvement for Providers (IQIP) Program; providing phone or clerical backup to the Unit when requested; assisting in the Texas Vaccines for Children (TVFC) Program to send survey questionnaires; and assisting staff of the Adult Safety Net (ASN) Program. This position requires exceptional time management skills, attention to detail and the ability to work in a fast-paced environment.
Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
(40%) Monitors and manages request for the DSHS Quality Assurance Coordinators SharePoint Site for quality assurance coordinators who conduct site visits for providers enrolled in the Texas Vaccines for Children (TVFC) Program. Conducts provider satisfaction surveys after completion of quality assurance site visit. Compiles satisfaction survey results for analysis by Quality Assurance and Improvement (QAI) Team Lead and Vaccine Operations Group (VOG) Manager. Documents activities for all members of the QAI Team on group calendars. Monitors the Centers for Disease Control and Prevention (CDC) Databases for updates to the Provider Education and Assessment Reporting (PEAR) and Immunization for Quality Improvement Program (IQIP) and reports updates, incorrect and incomplete information to QAI Team Lead. Alerts QAI Team Lead and Vaccine Operations Group (VOG) Manager of issues that arise. Serves as a resource to answer questions about the IQIP and PEAR compliance process and site visit tools, PEAR and the IQIP Database. Supports the QAI Team Lead in organizing the logistics needed for weekly team meetings. Diligently follows requests through to completion, working with appropriate parties to quickly resolve issues that delay timely processing. Reviews data and information for deficiencies and resolves issues that prevent processing.
(35%) Monitors the QAI Teams email to provide technical consultations to healthcare professionals, Public Health Region (PHR) staff and Local Health Department (LHD) staff about quality assurance site visits conducted to providers enrolled in the TVFC Program. Compiles customer satisfaction survey results for analysis by team members. Communicates with QAI Team Lead and Vaccine Operations Group (VOG) Manager via phone and email. Documents activities for all members of the QAI Team on group calendars. Contributes to the development of site visit protocols and policies.
(10%) Serves as an assistant to team members in the Vaccine Operations Group by reviewing documents prior to submission, creating meeting invitations, creating and editing presentations prior to oral delivery, and reviewing reports prior to submission to Immunization Unit leadership. Serves as back up for consultants by answering the Texas Vaccines for Children (TVFC) call center line and triaging as needed. Keeps a calendar of annual assignments, reports and deadlines for the Vaccine Operations Group Manager and Team Leads.
(10%) Serves as a backup to staff assigned to the Unit and Group which may include answering phone lines, monitoring email assignments, distributing/sorting mail, or printing documents.
(5%) Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.
Knowledge Skills Abilities:
•Knowledge of public health, customer service, planning and evaluation. •Knowledge of Microsoft Word, Excel, PowerPoint, and Outlook and other relevant software applications.
•Skill in developing written materials and training documents. •Skill in developing electronic reports from databases.
Skill in responding to customer inquiries and handling difficult customers in a tactful manner.
Skill in arithmetic, English grammar, and spelling.
Skilled in planning, developing, and implementing procedures and work systems to manage multiple tasks, heavy workloads, and frequent deadlines.
Ability to comply with existing processes and adapt quickly to new processes.
Ability to work under pressure.
•Ability to forge internal colleague and external relationships. •Ability to complete highly detail-oriented assignments.
Ability to gather and analyze data and facts, and to devise solutions to problems.
Ability to communicate processes and procedures clearly and effectively to others.
Ability to use independent judgment and to plan, organize and coordinate work assignments to meet deadlines.
Ability to establish effective working relationships with supervisory personnel and co-workers.
Ability to effectively communicate both orally and in writing.
Ability to promote effective communication between technical and non-technical staff.
Registration or Licensure Requirements:
N/A
Initial Selection Criteria:
Knowledge of state and federal policy development processes.
Knowledge of public health, health promotion and education, and/or immunizations.
Experience working with healthcare providers, scheduling meetings, and responding to communications.
Experience and education may be substituted for one another.
Additional Information:
An in-basket exercise will be required at the time of the interview.
Must be legally authorized to work in the U.S. without sponsorship. HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
Safe operation of either a state-owned vehicle or personal vehicle is required to conduct state business and an acceptable driving record must be maintained in accordance with DSHS Policy OS-3901, Fleet Operations and Management and Procedures and standards developed by the Texas Department of Public Safety.
MOS Code:
OS, YN, YNS, 611X, 612X, 641X, 712X, OSS, 8U000, 16GX, 60CO, 63GO, 86MO, 86PO, 88AO HHS agencies use E-Verify
HHS agencies use E-Verify. You must bring your I-9 documentation with you on your first day of work.
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.
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