Program Administrator 3

Schedule: Full-time

Provides programmatic direction on behalf of the Deputy Director of the Division of Career & Technical Education and Workforce Readiness, Workforce Readiness Section Chief, and assigned office administrators:

· Serve as project manager as assigned overseeing projects involving multiple staff or work units, contractors, and teams.

o Defines project scope, goals, and deliverables, and establish project plans to ensure timely and quality completion;

· Develops, coordinates, and supports communications strategies in conjunction with the Office of Communications and Outreach, program staff, and office and division leadership;

· Prepares or coordinates the preparation of documents including executive summaries, factsheets, or briefings.

· Develops, reviews, and revises administrative processes for the division and provides communication and professional learning to staff on division processes;

· Reviews and edits documents, reports, graphics, guidance documents, GovDelivery, and EdConnection communications, and presentations;

· Ensures that all written documents follow the Department’s writing guidelines and branding;

· Creates, prepares, and maintains meeting materials and correspondences;

· Work with division and office leadership and program specialists to track and monitor reports/correspondences, and sensitive information;

· On behalf of the Deputy Director or section chief, responds to inquiries from other agency offices, educational institutions, and stakeholder organizations;

· Assists and coordinates with the Legal Office on Ohio Administrative Code rule revisions for the division in accordance with ORC, JCARR and LSC requirements

Manages the business functions for the Deputy Director of the Division of CTE and Workforce Readiness and the Workforce Readiness Section Chief:

· Actively monitors and maintains Deputy Director and Section Chief daily calendars and appointments, providing any necessary briefing or preparation;

· Schedules meetings, conferences, and teleconferences;

· Coordinates travel arrangements and assists with meeting arrangements;

· Takes minutes of meetings that may be confidential;

· Draft agendas for meetings organized by the Deputy Director, section chief, or office administrator(s);

· Answers and/or directs inquiries, including telephone calls, to appropriate staff for response;

· Manages and monitors the operational workflow of internal agency documents and timelines;

· Maintains accurate stakeholder contact information;

· Creates and/or produces documents, reports, correspondence and/or letters;

· Proofreads documents and slide decks, revises, modifies and merges corrected information;

· Maintains Division and Deputy Director’s files.

· Supports the division leadership team in assigned activities;

· Manages the out-of-state travel process for the division including review, tracking, routing for signature approval, and communication with travelers.

o Provides reports on travel occurring in the division and associated costs.

o Develops and maintains a tracking system.

o Provides technical support to travelers and office administration.

· Serves as liaison between administrator and staff;

· Maintains confidentiality of sensitive information.

· Coordinates agency involvement, internal and external, in the Ohio State Fair Lausche Youth Exploration Space;

· Serves as accessibility coordinator for assigned offices by providing technical assistance on document accessibility, staying up-to-date with guideline updates, and attending required trainings and meetings;

· Serves as division payment card administrator to purchase out-of-state flights for approved travel in accordance with Department and OBM guidelines. Maintain proper payment documentation and timely process transactions in the PREP financial system.

5 yrs. trg. or 5 yrs. exp. in business administration, management or public administration.

-Or completion of undergraduate core program in business administration, management or public administration; 36 mos. trg. or 36 mos. exp. in supervisory, administrative &/or managerial position.

-Or completion of undergraduate core program for academic field of study commensurate with program area to be assigned per approved Position Description on File; 36 mos. trg. or 36 mos. exp. in supervisory, administrative, managerial &/or staff position involving planning, research &/or policy/procedure development.

-Or 1 yr. exp. as Program Administrator 2, 63123.

-Or equivalent of Minimum Class Qualifications For Employment noted above.

Job Skills: Program Management