Program Administration Support Specialist

Agency: Dept of Ed Central Operations. Location: Richmond, Virginia. State Role Title: Gen Admin Supv I/Coord I. Pay Band: 4. Recruitment Type: General Public – G.

About the role

The Virginia Department of Education is recruiting for a Program Administration Support Specialist to serve as the adult education unit grant management support specialist to the Director, Coordinator, and five Specialists.

Responsibilities

• Independently coordinate with facilities support services for phone services/repairs; order office furniture, rearrange office spaces; and other changes as needed.
• Maintain the central file room for adult education physical records and electronic files on the Share Drive.
• Coordinate the adult education records retention and disposition schedule.
• Serve as eVA support services for adult education staff, including processing and tracking assigned eVA orders, staying current with all eVA procedures, and maintaining a log of items ordered on credit card and reconciling monthly statements.
• Compose routine letters, memos, charts/tables, and format the final document and proofread all grants, contracts, reports, and presentations for accuracy.
• Assist specialists and supervisor with formatting and Section 508 accessibility of complex documents and presentations.
• Coordinate the Adult Education and Literacy Advisory Committee meetings twice annually, including handling all communication with members in an accurate, professional, and timely manner.
• Participate in annual training sessions sponsored by U.S. Department of Education (USDOE) on the development/updating and submission process for reports.

Requirements

• Demonstrated knowledge of advanced secretarial and general office procedures and practices.
• Demonstrated knowledge of state agency policies, procedures, rules, and regulations and state fiscal guidelines.
• Demonstrated experience delivering high-satisfaction customer service and resolving complex inquiries with empathy and efficiency.
• High degree of proficiency in Microsoft Office Suite products including Word, Excel, Publisher, and PowerPoint.
• Demonstrated ability to manage complex workflows independently, utilizing sound judgment to navigate sensitive situations and maintain strict confidentiality.
• Demonstrated ability to independently prioritize and manage multi-tasks of critical assignments and routine administrative and office support services to meet multi-critical deadlines.

Qualifications

• Degree or diploma in Business Administration, or a related field; equivalent professional experience and training is preferred.
• Bilingual or multilingual fluency is preferred.

Pay

Hiring range: $66,000–$74,000. Pay Band: 4.

Schedule

Commonwealth of Virginia employees may have teleworking options available; final teleworking agreements will be reviewed and approved upon hire.