Program Administrator 3 - Facilities Management

Schedule: Full-time

On behalf of the Chief of Organizational Effectiveness, serves as the facilities manager responsible for oversight of all auxiliary building management functions for the agency:

Serves as the agency liaison to the Department of Administrative Services property management and tenant improvement/real estate planning teams for all facility related activities/projects

Develops timelines and plans for office relocations and/or space renovation;

Creates, prepares, and maintains meeting materials and correspondence;

Facilitates the Statement of Work development and review/approval process for all facility related purchases

Works with purchasing staff for procurement of new furniture and furnishings; reviews and submits for payment all facility related invoices (e.g., constructions, security, furniture, contractors); responsible for signage updates

Maintains coded floor plans for fiscal rent billing

Schedules external vendors for facility work

Monitors property management compliance with tenant/lease terms and conditions

Develops communication updates on facility related matters for leadership and staff.

Communicates building maintenance and/or security issues to property management;

Works to ensure that the Department’s Intranet is up to date with all facilities and safety guidance

Serves on the agency Policy Group

Serves on the Office of Organizational Effectiveness/HR Leadership team to coordinate/align facility/office space needs with hirings, internal transfers and/or ADA accommodations

On behalf of the section chief responds to inquiries from staff on all questions and concerns related to office space and facilities issues/concerns

Works on special assignments and projects as directed.

Serves as the Ohio Department of Education and Workforce (DEW) Mail Center manager and directly supports inbound/outbound mail/shipping for Department of Higher Education and Tuition Trust Authority:

Supervises unit of Inventory Control Specialist 1’s in processing incoming & outgoing mail and material shipments,

Assigns & reviews work, trains staff in work procedures &/or equipment operation, enforces United States Postal regulations & develops & implements mail center policies and procedures

Maintains mail center records & postage rates & writes reports; ensures proper maintenance of equipment; responds to inquiries regarding mail center procedures;

Oversees inventory, distribution &/or ordering of supplies;

Balances &/or reports balances of accounts (business reply permit accounts, Pitney Bowes).

Operates postage machines (e.g., postage scale, meter machine, inserter, opener) to process or hand processes incoming &/or outgoing mail (e.g., sorts; date & time stamps; opens; bundles; addresses; registers);

Delivers mail to appropriate office &/or picks up mail, parcels &/or messages;

Prepares UPS or express letters & packages.

Serves as Inventory Control Officer for stewardship of state-owned personal property:

Maintains a perpetual inventory of state-owned property;

Updates the Ohio Administrative Knowledge System (OAKS) Asset Management modules and/or in-house asset management system in accordance with ORC and all related policies and procedures;

Coordinates secure document destruction with ODE Legal and outside vendor;

Performs annual physical inventory and submits reports to CFO and/or Comptroller for review as required.

Serves as liaison between the Department and the DAS Office of Fleet Management and DAS Risk Management .

Serves as the point of contact for communications/issues, driver access removals, invoice approvals, and customer support for staff when needed

Ensures compliance with all rules, executive orders and DAS Directives, Policies and Procedures.

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