PROGRAM OPERATIONS ADMINISTRATOR - SES - 1

Program Operations Administrator

The Program Operations Administrator is responsible for the administrative oversight of the regulatory process, providing board office services to support the Board of Clinical Social Work, Marriage & Family Therapy and Mental Health Counseling (Board). The administrator manages regulatory programs within the Board, Bureau of Health Care Practitioner Regulation, and reports to the Board Executive Director. The employee in this position uses discretion and independent judgment in performing the following duties:

• Analyze, formulate, and recommend proposals to rules and legislation relevant to the 491 professions.
• Research, analyze, and develop policies and procedures to implement Board, Department, and legislative directives.
• Direct implementation of statutory or rule changes affecting licensure and enforcement.
• Manage preparation of agendas and materials for Board meetings.
• Travel to represent the Board/Department at least 4 times per year.
• Schedule, notice, and recruit members for Probable Cause Panels in accordance with administrative procedures.
• Serve as Acting Executive Director in the absence of the Executive Director.
• Participate in the Board office leadership team; assume lead responsibility for special projects.
• Supervise staff directly and indirectly, overseeing workloads, performance evaluations, training, and communication.
• Motivate and retain employees, set objectives and deadlines, and take disciplinary/promotional actions when necessary.
• Ensure onboarding, ongoing training, and staff development.
• Oversee regulatory and administrative processes, including review of enforcement and compliance data.
• Direct staff in processing applications, renewals, CE provider approvals, exam scores, and NPDB reviews.
• Ensure accuracy, timeliness, and compliance with statutory deadlines.
• Provide verbal and written guidance to applicants, licensees, educators, and the public regarding statutory and regulatory requirements.
• Act as liaison with associations, organizations, and stakeholders on behalf of the Board.
• Data Analysis & Reporting Research laws, rules, and regulations in preparing statistical and data reports (licensure, budget, enforcement, and performance metrics).
• Maintain weekly status reports and other tracking systems.

This position will be responsible for all supervisory duties including, but not limited to, hiring and selection, developing performance plans, conducting performance appraisals, planning and directing the work, approving leave, and taking disciplinary/promotional actions when necessary. Prepares and manages all required personnel matters. Responsible for personnel actions concerning hiring, terminations, promotions, transfers, appraisals, and other personnel actions of subordinate employees, or recommends such action. Motivates employees to improve the quality and quantity of work performed. Plans workloads, workflows, deadlines, work objectives and time utilization with employees. Evaluates employees through establishing criteria and responsibilities and meets minimum quarterly to ensure established criteria are met. Directs staff on a wide variety of assignments, some of which may involve confidential/sensitive information. Prepares correspondence to and communicates verbally and in writing with applicants, clinical social workers, marriage and family therapists, mental health counselors, the public, other state and federal regulatory agencies, societies, professional associations, senior leaders, licensees, etc., regarding licensure criteria, procedures and other profession-specific related inquiries from the public. Interfaces regularly with the board, board counsel and private attorneys regarding issues relating to the functions of the Board. Coordinates with the Executive Director in compiling and preparing statistics related to licensure activities for legislative reports, budget requests, state and federal governmental agencies, associations, etc. Performs special assignments for the Executive Director that may involve coordinating external responses and gathering data from staff. Identifies issues requiring attention, conducts necessary research, completes analyses of issues and prepares reports for the Executive Director. Analyzes, formulates, and recommends proposals to rules and legislation. Interprets, applies and implements applicable laws, rules, regulations, policies and procedures relating to licensing in Florida for applicants, licensees and internal stakeholders for clinical social work, marriage and family therapy and mental health counseling. Assists in the development and modification of rules, policies and procedures regarding licensure. Manages maintenance of the Board website regarding all content relevant to applicants, licensees and the public. Participates in the Board office management and leadership team, assuming lead responsibility for special projects and activities as assigned and coordinating functions with other team members, as needed. Functions as acting Executive Director in the absence of the Executive Director. Represents the Executive Director at Committee, Board and Department meetings, etc. Serves on process improvement teams and other work groups. Manages creation and maintenance of desk guides for existing and new processes. Ensures staff receives necessary training; evaluates needs for additional training and plans and arranges for identified training needs to promote staff development. Completes balance scorecard for unit and manages budget for the unit. Serves as alternate custodian of records for Board of Clinical Social Work, Marriage & Family Therapy and Mental Health Counseling personnel and application files.

Required Knowledge, Skills, and Abilities:

• Ability to compile, organize and analyze data.
• Ability to understand and apply Florida Statutes, rules, policies, and procedures.
• Ability to plan, organize and coordinate work activities independently.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to type with sufficient speed to transcribe meeting minutes.
• Ability to complete editorial reviews of documents for errors.

This is a fully on-site position based in Tallahassee. Employees are required to work from our Tallahassee office five days per week with no regular telework or remote option.