Program Administration Support Specialist

Virginia Department of Education; Richmond (VA); On-site; USD 66,000 - 74,000; Full time

Job summary

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

The role involves coordinating facilities services, maintaining records, processing eVA orders, and preparing letters and reports, while ensuring accessibility of complex documents. Telework options may be available for eligible staff during certain assignments.

Qualifications

• Advanced secretarial procedures and office practices.
• Knowledge of state agency policies, procedures, rules, and regulations and state fiscal guidelines.
• Experience delivering high-satisfaction customer service with empathy and efficiency.
• Proficiency in Word, Excel, Publisher, and PowerPoint.
• Ability to manage complex workflows independently and maintain confidentiality.
• Ability to prioritize and multi-task to meet deadlines.

Responsibilities

• Coordinate facilities support for phone services and office space changes.
• Maintain central file room for physical and electronic records.
• Coordinate records retention and disposition schedules.
• Serve as eVA support, process and track orders, and reconcile statements.
• Draft routine letters, memos, charts, and proofread grants and reports.
• Assist with formatting and Section 508 accessibility of documents.
• Coordinate Adult Education Advisory Committee meetings and communications.
• Participate in USDOE training on reporting processes.

Skills

Secretarial procedures

State policies & regs

Customer service

Microsoft Office

Workflows & confidentiality

Task prioritization

Education

Business Administration degree

Equivalent experience

Job description

Title: Program Administration Support Specialist
State Role Title: Gen Admin Supv I/Coord I
Hiring Range: $66,000-74,000
Pay Band: 4
Agency: Dept of Ed Central Operations
Location: Richmond, Virginia
Agency Website: doe.virginia.gov
Recruitment Type: General Public - G

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.

• 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

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

A résumé will be accepted in lieu of a completed state application. Applications submitted via e-mail, postal service, fax or hand-delivered will not be considered. 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.

This role will require completion of a Statement of Economic Interests (SOEI), which is filed annual with the General Assembly.

Reasonable accommodations are available to persons with disabilities during the application and/or interview process. For assistance call: [phone], [TTY: 786-8389]

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]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.