Chief Operations & Grants Officer

Oklahoma State Government • Oklahoma City, OK

2d

About The Position

About the Oklahoma Department of Libraries: As the official state library of Oklahoma, ODL strives to ensure every Oklahoman has access to innovative, quality library and information resources and p o ssesses t he literacy skills needed to be successful in the global economy, to p a rticipate i n democracy, and to a c complish i ndividual life goals. Located in the State Capitol Complex at 200 NE 18th St in Oklahoma City, ODL serves the information and records management needs of state government, supports public library development, coordinates statewide library information technology projects, and serves the public through its specialized research collections, including state and federal document depositories and the State Archives. ODL has a collection of n e arly 700,000 v olumes and an annual budget of approximately $8.7 million. We offer an excellent benefits package, including: A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible spending accounts for health care expenses and/or dependent care A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents Retirement plans: Defined Contribution Plan or Deferred Compensation Plan 15 days of annual leave per year, increasing after five, ten and twenty years of employment 15 sick leave days per year 11 paid annual holidays Longevity bonus after 2 years of service that increases every two years Employee discounts with a variety of companies and vendors Flexible work schedules Job Summary: Reporting to the Executive Director, the Chief Operations and Grants Officer is responsible for leading the agency’s operational infrastructure, organizational capacity, and grants administration framework to support sustainable, compliant, and high-performing agency operations. This position provides strategic oversight of human resources, finance and business operations, facilities, compliance, performance reporting, and agency-wide data systems, ensuring the agency has the tools, structures, and controls needed to operate effectively. The Chief Operations and Grants Officer collaborates closely with the Deputy Executive Director to align operational systems and grants administration with program and service delivery priorities. This position exercises significant independent judgment and supports the Executive Director in long-range planning to strengthen organizational resilience and operational sustainability. Operational Oversight Areas: Human Resources; Finance and Business Operations; Facilities; Grants Administration and Performance Reporting; Internal Controls, Compliance and Agency-wide Performance Data.

Requirements

• Bachelor’s degree plus four (4) years of relevant professional experience, including two (2) years in a supervisory or administrative capacity
• Two years’ supervisory experience, including oversight of professional staff and operational functions.
• Knowledge of federal and state laws, regulations, and guidelines governing agency administration, operations, and compliance
• Knowledge of principles and practices of personnel management, including supervision, performance management, workforce planning, and employee development
• Knowledge of public-sector financial management, budgeting, purchasing, and audit processes
• Knowledge of grant compliance requirements, including allowable costs, financial controls, reporting, audit standards, and risk management in a public-sector environment
• Knowledge of organizational operations, internal controls, risk management, and administrative policy development
• Knowledge of government structures and administrative processes, including interagency coordination
• Knowledge of information governance and records lifecycle management as it relates to administrative operations, audit readiness, and regulatory compliance
• Excellent organizational and project management skills, with strong attention to detail
• Excellent verbal and written communication skills, including presentation and facilitation skills
• Strong analytical and problem-solving skills related to operational and administrative issues
• Proficient Microsoft Office and business productivity software skills
• Demonstrated ability to inspire teamwork, empower staff, and foster accountability in support of agency goals
• Demonstrated ability to develop and implement administrative and operational initiatives aligned with executive direction
• Demonstrated ability to identify complex operational problems, analyze data, and develop effective, compliant solutions
• Demonstrated ability to establish and maintain effective working relationships with internal and external stakeholders
• Demonstrated ability to communicate clearly and effectively with employees, leadership, partners and oversight entities
• Ability to oversee grant fiscal compliance, establish and monitor internal controls, and coordinate corrective actions to mitigate financial or regulatory risk
• Ability to apply records management requirements to administrative operations and ensure appropriate alignment with programmatic and archival functions
• Ability to maintain confidentiality of sensitive personnel, financial, and administrative information
• Ability to interpret and utilize complex financial, operational, and performance reports to support executive decision-making.

Nice To Haves

• Five years of progressively responsible supervisor experience, including management of professionals, support staff, and supervisors
• Understanding of political and legislative relationships and processes, and working knowledge of how state government operates, including budgeting, purchasing, and personnel systems.

Responsibilities

• Collaborates with the Executive Director and Deputy Executive Director to support development and execution of the agency’s strategic plan and associated performance measures.
• Aligns administrative and operational priorities with executive direction and monitors operational performance to ensure progress toward strategic objectives.
• Plans, directs, evaluates, and coordinates the activities of administrative and operational functions to ensure effective operations, regulatory compliance, and alignment with organizational goals.
• Provides executive leadership and oversight of human resources, finance and business operations, facilities, grants administration and performance reporting, compliance and agency-wide performance data, and assists the Executive Director in long-range planning by identifying opportunities to strengthen organizational capacity and operational sustainability.
• Develops and mentors managers and senior professional staff; establishes leadership expectations; supports coaching, professional development, and succession readiness aligned with operational priorities and organizational values.
• Partners with the Deputy Executive Director on workforce planning, staffing strategies, and resource needs to ensure administrative operations effectively support mission delivery and statutory service requirements.
• Represents the agency in administrative and operational matters; supports the Executive Director in board and executive-level communications related to operations as delegated.
• Acts on behalf of the Executive Director as delegated.

Benefits

• A comprehensive health insurance package – medical, dental, vision, life insurance, dependent life insurance, and flexible spending accounts for health care expenses and/or dependent care
• A generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents
• Retirement plans: Defined Contribution Plan or Deferred Compensation Plan
• 15 days of annual leave per year, increasing after five, ten and twenty years of employment
• 15 sick leave days per year
• 11 paid annual holidays
• Longevity bonus after 2 years of service that increases every two years
• Employee discounts with a variety of companies and vendors
• Flexible work schedules

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 101-250 employees