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 and subordinate office Administrators:

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

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

· 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;

· 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;

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

· On behalf of the Deputy Director, responds to inquiries from other agency offices, stakeholder organizations, school districts, state support teams and educational service centers;

· 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:

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

· Maintains appointment schedules;

· 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 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;

· Transmits confidential decisions and directives.

Performs other duties as assigned.

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