PROGRAM ADMINISTRATOR

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under general direction, plans, coordinates, implements, promotes, and oversees assigned programs, projects, and/or initiatives; ensures program compliance with pertinent federal, state, local, and City-driven priorities, mandates, objectives, laws, guidelines, and regulations; may direct, coordinate, and monitor the work of assigned staff; and performs a variety of professional, administrative, and programmatic work in support of assigned programs including serving as a liaison to, coordinating with, and providing administrative support and staff assistance to City staff, boards, committees, and outside agencies.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Serves as program administrator for assigned programs; plans, designs, coordinates, implements, promotes, and oversees assigned programs, projects, and initiatives; organizes and implements schedules and methods for providing assigned program services and activities; identifies resource needs; reviews needs with appropriate management staff; allocates resources accordingly.
• Participates in the development and implementation of program goals, objectives, and priorities as well as policies and procedures; develops and implements strategies for the achievement of these goals, objectives, and priorities.
• Monitors program performance; recommends and implements modifications to systems and procedures as necessary; implements approved changes, policies, and procedures; monitors work activities to ensure compliance with established policies and procedures.
• Participates in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; conducts surveys, studies, and assessment of needs in the community and the region; performs the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepares presentation materials and background documentation; monitors program and project success using appropriate tracking and feedback systems.
• May direct, assign, and monitor the work of assigned staff members and volunteers; provides clear, concise, and consistent direction; maintains a positive and productive work environment; as assigned, evaluates work performance according to City standards and recommends and implements appropriate corrective actions as necessary.
• Promotes assigned program area as well as specific services, activities, events, and resources; develops and monitors marketing strategies; initiates, designs, produces, and distributes a variety of promotional, marketing, outreach, and informational materials, communications, and presentations including news releases, flyers, schedules of events, pamphlets, and brochures; works with City staff to develop collateral and marketing materials; partners with the private sector in related marketing efforts; creates press releases and serves as press contact for assigned programs.
• Serves as liaison to, provides support to, and coordinates assigned program activities with those of other City departments and staff as well as federal, state, and local private and governmental agencies, community organizations, the general public, and other groups; ensures effective cooperation consistent with optimal efficiency, effectiveness, and economy; works with outside agencies to establish coordinated services and programs; coordinates data, resources, and work products; cooperates and promotes partnerships to provide training and resources.
• Responds to requests for information and assistance; coordinates with other agencies and/or City staff to follow-up on issues and concerns and to provide resource referrals; refers inquiries to the appropriate resource within or outside the City or department; establishes resource libraries; participates in the investigation and resolution of complaints related to assigned program areas, activities, and contracts.
• May participate in the development of grant applications; writes grant applications; writes staff report to City Council for grant application approval; submits grant applications; monitors agencies and programs receiving funds.
• May direct, monitor, and evaluate the work of assigned consultants, contractors, and/or grantees according to City’s standards and pertinent agreements/contracts; assists in the development of appropriate contract language; provides clear, concise, and consistent direction; acts as a resource and City’s representative to consultant, contractor, and/or grantee regarding administrative and operational policies, procedures, and guidelines; advises appropriate parties of any problems in a timely manner.
• Provides responsible professional level staff assistance and technical and administrative support to management staff as well as assigned staff, boards, and committees; researches, prepares, and presents technical, fiscal, and administrative studies, surveys, and reports.
• Participates in the development, administration, and monitoring of assigned program budget(s) and fiscal activities; submits budget recommendations; monitors expenditures; projects future funding needs; may participate in the identification of appropriate and available funding sources.
• Monitors program compliance with laws, rules, and regulations related to provision of assigned program and related services.
• Maintains records and prepares reports concerning new or ongoing programs and program effectiveness; maintains and updates various databases and filing and record keeping systems for assigned program; participates in researching and collecting data and information for inclusion into database and record keeping systems; conducts surveys; analyzes and interprets data collected; prepares reports and distributes requested information to appropriate parties in a timely manner including reports to regulatory agencies.
• Attends and participates in professional group meetings; maintains awareness of and keeps informed of new trends, developments, and innovations related to area of assignment, public administration, and business administration; incorporates new developments as appropriate into programs.
• May schedule usage of facilities for activities; provides information and assistance to users of facilities; assists outside agencies operating in City-owned facilities; monitors and inspects assigned facilities; schedules maintenance and secure facilities.
• Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

• Operational characteristics, services, and activities of assigned program area.
• Principles and practices of program development, implementation, and administration.
• Principles and practices of organization, system development, and service delivery related to area of assignment.
• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.
• Community needs and interests and their relationship to assigned program area services and activities.
• Marketing theories, principles, and practices and their application to assigned program areas.
• Customer service, public relations, and outreach methods and techniques.
• Pertinent federal, state and local laws, codes, and regulations.
• Policies and procedures of the assigned department.
• Principles and practices specific to area of assignment.
• Recent developments, research methods, current literature, and sources of information related to assigned programs and service areas.
• Terminology used in area of assignment.
• Principles and practices of record keeping and records management.
• Basic principles and practices of budget preparation and administration.
• Principles and practices used in grant development and administration.
• Methods and techniques of data collection, research, and analysis.
• Principles of business letter writing and report preparation.
• Basic principles of supervision and training.
• Modern office procedures, methods, and equipment including computers and various software packages.
• English usage, spelling, grammar, and punctuation.
• Organization and operation of municipal government.

Ability to:

• Plan, organize, direct, coordinate, promote, and evaluate assigned programs, projects, or technical area.
• Perform a full range of responsible professional level analytical, programmatic, and administrative duties in support of assigned programs, functions, and/or department involving the use of independent judgment and personal initiative.
• Recommend and implement goals, objectives, policies, and procedures for providing assigned program services and activities.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Conduct accurate and thorough research and prepare clear, complete, accurate, and concise analysis, reports, and recommendations.
• Identify, apply for, and administer private, state, and federal funding sources.
• Participate in the preparation and administration of assigned budgets.
• Understand the organization and operation of the assigned department, other City departments, and outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures as well as applicable federal, state, and local policies, laws, and regulations.
• Analyze, assess, and address community and organizational needs related to the assigned program area and recommend plans for modifying or extending services, programs, and activities to meet community and/or organizational needs and requirements.
• Establish and maintain various data collection, record keeping, tracking, filing, and reporting systems.
• Operate and use modern office equipment including a computer and various software packages.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Effectively represent the City and/or program area to other individuals, groups, and agencies to accomplish the goals and objectives of the unit.
• Develop and maintain effective interdepartmental coordination.
• Facilitate, develop, and work with teams and groups on various programs and projects and to create partnerships and coalitions.
• Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, City staff, or other agencies on sensitive issues in area of responsibility.
• Prepare effective public relations and publicity materials for media and community publications.
• Supervise, organize, and review the work of lower level staff as assigned.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training: A Bachelor’s degree from an accredited college or university with major course work in business administration, public administration, social services, or a field related to area of assignment.

Experience: Three years of professional experience directly related to area of assignment that includes general administrative and program coordination work with similar types of programs or technical areas to which assigned.

License or Certificate - Some positions may require the possession of, or ability to obtain, an appropriate, valid driver’s license.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Office setting; some positions may also operate in a field setting. Exposure to dust from paperwork and environment, temperature swings from air conditioning to outdoors. Work schedule may be 40 hours/week or 9/80 with alternating Fridays off in a biweekly period with unscheduled breaks. Overtime may be required to attend night and weekend meetings. Work environment is both formal and informal, both team- and autonomy-oriented, having variable tasks, pace, and pressure. May require the ability to deal effectively with diverse cross-sections of the public, and to deal with occasional threats, hazards, or unstable situations.

Physical: Primary functions require sufficient physical ability to work in an office and field setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing: Hear in the normal audio range with or without correction.

Date: April 2003
Johnson & Associates