HR Program Coordinator

Job Title:

HR Program Coordinator

Agency:
Texas Division of Emergency Management (TDEM)

Department:
Human Resources Division

Location:

Austin, TX

Job Type: Staff

Proposed Minimum Salary: $5,416.67 monthly

The Texas Division of Emergency Management (TDEM) is an emergency response entity. The Human Resources Division operates in a fast‑paced environment requiring self‑initiative and independent judgment. The HR Program Coordinator, under general supervision, coordinates administrative operations and supports overall HR programs to enhance efficiency and effectiveness. The position provides comprehensive administrative support to the Chief Human Resources Officer (CHRO) and Section Chiefs, including calendar management, travel coordination, drafting correspondence, reports, forms, and memos, often involving confidential information.

• Provides comprehensive administrative support to the CHRO and the Section Chiefs.
• Coordinates and performs support functions across various areas of HR for logistical and day‑to‑day business needs.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the division, including sensitive and confidential matters.
• Determines appropriate course of action, referral, or response.
• Coordinates the maintenance of HR’s operational policies and procedures, ensuring 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; 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.
• Processes conference registration, professional licenses, and organization membership renewal and maintenance for HR staff.
• Coordinates logistics for the Human Resources Officers (HRO) council meetings and other quarterly meetings as needed.
• Coordinates 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.
• Facilitates effective communication and collaboration between internal divisions, external stakeholders, and employees.
• 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.
• Handles Protected Health Information (PHI) in accordance with HIPAA regulations; completes required HIPAA training within a reasonable timeframe and on an as‑needed basis thereafter.
• May travel up…