Program Administrator 2

Ohio Department of Administrative Services•Columbus, OH

20h

About The Position

The Program Administrator 2 serves as a key administrative and programmatic partner to the Chief Strategy Officer (CSO) for the Ohio Department of Children and Youth. This position acts on behalf of and relieves the CSO of a wide range of complex administrative, operational, and policy-related responsibilities. The role supports statewide program implementation, ensures compliance with state and federal requirements, coordinates executive-level communications, and manages critical business and administrative functions for the Chief Strategy Officer. Executive & Program Administration Acts on behalf of and supports the Chief Strategy Officer in managing complex administrative and operational duties. Responds to operational and programmatic needs of staff, including developing work plans, staffing priorities, and requirements. Formulates, implements, and monitors program policies and procedures at the statewide level. Ensures compliance with applicable state and federal program requirements, including but not limited to the Choose Life Program, Bureau of Maternal and Early Childhood Systems and Support, and MIECHV. Serves as liaison between the Chief Strategy Officer and Deputy Directors by preparing and delivering verbal and written communications, transmitting decisions, and conveying directives regarding policies and procedures. Monitors progress and completion of time-sensitive initiatives, special projects, and reports. Represents the Chief Strategy Officer and agency management at administrative and departmental meetings, as assigned. Prepares management reports identifying programmatic, operational, and compliance-related issues. Coordinates and facilitates staff meetings to support policy discussion, decision-making, and execution. Recommends policy and procedure improvements to enhance efficiency and compliance. Provides technical guidance and support to Deputy Directors on behalf of the Chief Strategy Officer. Meetings, Representation & Coordination Coordinates, attends, and represents executive leadership at meetings, workgroups, seminars, and conferences. Organizes conference participation and speaking engagements, including logistics and materials. Ensures preparation of agendas, meeting minutes, briefing materials, and related documentation. Business & Fiscal Operations Manages business functions for the Chief Strategy Officer. Enter, track, and manage agreements within the grant management system (GMS), including home visiting agreements and other related contracts. Oversees pay card purchases, print requests, and website updates. Initiates and processes payment documents in the Ohio Administrative Knowledge System (OAKS). Manages the Policy Division spending plan and coordinates with fiscal and procurement staff on solicitations, purchase orders, invoices, encumbrances, and contracts. Processes travel prior authorizations and travel reimbursements. Scheduling, HR & Administrative Support Manages executive calendar, appointments, and travel schedules. Provides administrative support to ensure adequate staff coverage and coordination for special assignments and events (e.g., facility planning, all-staff meetings, charitable events). Serves as Kronos coordinator for the Chief Strategy Officer. Monitors and tracks employee evaluations for timeliness and compliance. Provides backup support on human resources matters as needed. Additional Duties Conducts and participates in staff meetings and trainings. Travels as required to attend meetings, conferences, and trainings. Develops special reports and presentations. Maintains accurate logs, records, and files. Operates a personal computer to produce correspondence, reports, and other documents. Performs other related duties as assigned.

Requirements

4 yrs. trg. or 4 yrs. exp. in business administration management science or public administration.
completion of undergraduate core program in business administration, management science or public administration; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position.
completion of undergraduate core program in academic field commensurate with program area to be assigned per approved Position Description on file; 2 yrs. trg. or 2 yrs. exp. in supervisory, administrative &/or managerial position or staff position involving planning, research &/or policy/procedure development.
1 yr. exp. as Program Administrator 1, 63122.
equivalent of Minimum Class Qualifications For Employment noted above

Responsibilities

Acts on behalf of and supports the Chief Strategy Officer in managing complex administrative and operational duties.
Responds to operational and programmatic needs of staff, including developing work plans, staffing priorities, and requirements.
Formulates, implements, and monitors program policies and procedures at the statewide level.
Ensures compliance with applicable state and federal program requirements, including but not limited to the Choose Life Program, Bureau of Maternal and Early Childhood Systems and Support, and MIECHV.
Serves as liaison between the Chief Strategy Officer and Deputy Directors by preparing and delivering verbal and written communications, transmitting decisions, and conveying directives regarding policies and procedures.
Monitors progress and completion of time-sensitive initiatives, special projects, and reports.
Represents the Chief Strategy Officer and agency management at administrative and departmental meetings, as assigned.
Prepares management reports identifying programmatic, operational, and compliance-related issues.
Coordinates and facilitates staff meetings to support policy discussion, decision-making, and execution.
Recommends policy and procedure improvements to enhance efficiency and compliance.
Provides technical guidance and support to Deputy Directors on behalf of the Chief Strategy Officer.
Coordinates, attends, and represents executive leadership at meetings, workgroups, seminars, and conferences.
Organizes conference participation and speaking engagements, including logistics and materials.
Ensures preparation of agendas, meeting minutes, briefing materials, and related documentation.
Manages business functions for the Chief Strategy Officer.
Enter, track, and manage agreements within the grant management system (GMS), including home visiting agreements and other related contracts.
Oversees pay card purchases, print requests, and website updates.
Initiates and processes payment documents in the Ohio Administrative Knowledge System (OAKS).
Manages the Policy Division spending plan and coordinates with fiscal and procurement staff on solicitations, purchase orders, invoices, encumbrances, and contracts.
Processes travel prior authorizations and travel reimbursements.
Manages executive calendar, appointments, and travel schedules.
Provides administrative support to ensure adequate staff coverage and coordination for special assignments and events (e.g., facility planning, all-staff meetings, charitable events).
Serves as Kronos coordinator for the Chief Strategy Officer.
Monitors and tracks employee evaluations for timeliness and compliance.
Provides backup support on human resources matters as needed.
Conducts and participates in staff meetings and trainings.
Travels as required to attend meetings, conferences, and trainings.
Develops special reports and presentations.
Maintains accurate logs, records, and files.
Operates a personal computer to produce correspondence, reports, and other documents.
Performs other related duties as assigned.