HR Program Coordinator

HR Program Coordinator

Agency:
Texas Division of Emergency Management

Department:
Human Resources Division

Proposed Minimum Salary: $5,416.67 monthly

Job Location:

Austin, Texas

Job Type: Staff

Job Description:

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…