Program Administrator 3 - Facilities Management

Program Administrator 3 - Facilities Management (250004FO)

Program Administrator 3 - Facilities Management

(250004FO)

Organization: Education and Workforce

Agency Contact Name and Information: Morgan Webb (...)

Unposting Date: Jun 22, 2025, 9:59:00 PM

Work Location: Ohio Department of Education 25 South Front Street Columbus 43215-4104

Primary Location: United States of America-OHIO-Franklin County

Compensation: TBD

Schedule: Full-time

Classified Indicator: Classified

Union: Exempt from Union

Primary Job Skill: Program Management

Technical Skills: Facilities Management, Program Management

Professional Skills: Adaptability, Attention to Detail, Collaboration, Critical Thinking

Agency Overview

The Ohio Department of Education and Workforce is a diverse team of passionate, education-focused professionals responsible for overseeing and enhancing the quality of education for each of Ohio's 1.7 million students. The Department provides the resources and supports essential to raising student achievement and accelerating learning opportunities, advancing the connectivity between K-12 and postsecondary learning, creating programs to support and expand workforce experiences, and ensuring students have the necessary supports to be ready each day to learn.

As the governing body responsible for overseeing and enhancing the quality of education within the State of Ohio, the Department of Education and Workforce is dedicated to promoting educational excellence and ensuring equal access to learning opportunities for all students. The Department is committed to collaborating with schools, districts, educators, students, families, businesses, nonprofits and all stakeholders to achieve our educational goals.

Job Duties

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.

Why Work for the State of Ohio

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees*. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

Medical Coverage

Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period

Paid time off, including vacation, personal, sick leave and 11 paid holidays per year

Childbirth, Adoption, and Foster Care leave

Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)

Public Retirement Systems (such as OPERS, STRS, SERS, and HPRS) & Optional Deferred Compensation (Ohio Deferred Compensation)

*Benefits eligibility is dependent on a number of factors. The Agency Contact listed above will be able to provide specific benefits information for this position.

Qualifications

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