Program Administration Support Specialist

Dept of Ed Central Operations; Richmond (VA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Telework options

Job summary

The Virginia Department of Education is seeking a Program Administration Support Specialist to assist the adult education unit with grant management and administrative tasks for the Director, Coordinator, and five Specialists.

Responsibilities include coordinating facilities and records, managing eVA orders, drafting routine correspondence, ensuring accessibility, and coordinating advisory committee meetings. Background check required; teleworking options may be available.

Qualifications

• Demonstrated knowledge of advanced secretarial and general office procedures and practices.
• Knowledge of state agency policies, procedures, rules, and regulations.
• Experience delivering high-satisfaction customer service and resolving complex inquiries with empathy.
• High proficiency in MS Office Suite (Word, Excel, Publisher, PowerPoint).
• Ability to manage complex workflows independently with sound judgment and confidentiality.
• Ability to prioritize and manage multiple critical administrative tasks.

Responsibilities

• Independently coordinate with facilities for phone services, repairs, and office space changes.
• Maintain central file rooms for adult education records (physical and electronic).
• Coordinate records retention and disposition schedules.
• Serve as eVA support for orders, log items, and reconcile statements.
• Compose routine letters, memos, charts, and proofs for accuracy.
• Support formatting and Section 508 accessibility of documents and presentations.
• Coordinate Adult Education Advisory Committee meetings and communications.
• Participate in annual USDOE training on reports submission processes.

Skills

Secretarial skills

Customer service

MS Office proficiency

Confidentiality

Multitasking

Prioritization

Education

Business Administration degree

Related field preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

eVA procurement system

Job description

Job Duties

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.

The Program Administration Support Specialist will be expected to perform the following duties:

• 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.

Minimum Qualifications

• 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.
• Demonstrate 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.

Additional Considerations

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

Special Instructions

Successful candidates must pass a criminal background check.

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

Reasonable accommodations are available to persons with disabilities during the application and/or interview process.

Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. The Virginia Department of Education is an Equal Opportunity Employer and encourages diversity within its workforce.

Contact Information

Name: Human Resources

Email: [e-mail]

For assistance call: [phone], [TTY: 786-8389]