Registration Associate

Virginia AG; Virginia; On-site; USD 42,000 - 51,000; Full time

Job summary

VA Cannabis Control Authority is hiring a Registration Associate to process hemp program registrations, renewals, and license applications with accuracy and timeliness. The role supports compliance, data entry, and stakeholder communications.

The position emphasizes maintaining records, meeting deadlines, and providing guidance to applicants while coordinating with program staff to ensure regulatory expectations are met.

Qualifications

• Knowledge of regulatory compliance, licensing workflows, and administrative compliance principles.
• Ability to review complex application materials, verify data for accuracy, and identify discrepancies.
• Experience tracking multi-step regulatory workflows and meeting processing timelines.
• Advanced proficiency with electronic licensing portals, case management systems, and relational databases.

Responsibilities

• Process hemp program registrations, renewals, and license applications within 25 days on average.
• Review materials for completeness and regulatory compliance.
• Maintain records, files, and databases related to registration activities.
• Track deadlines, expirations, and required documentation.
• Serve as a responsive point of contact for applicants and industry partners.
• Verify applicant information for accuracy and regulatory compliance.
• Coordinate with Hemp Program Coordinator on follow-up or enforcement matters.
• Input and manage data in registration systems; prepare routine reports.

Skills

Regulatory compliance

Data verification

Process tracking

Deadline management

Stakeholder communication

Information governance

Education

High school diploma or equivalent

Associate degree or higher in related field

Job description

Title: Registration Associate

State Role Title:Salary Non-Specified

Hiring Range: Hiring range for this position is $42,328 - $50,793.60, commensurate with education and experience

Pay Band: UG

Agency: VA Cannabis Control Authority

Location:VA Cannabis Control Authority

Agency Website:cca.virginia.gov

Recruitment Type: General Public - G

Job Duties

Registration & Licensing Administration

• Process hemp program registrations, renewals, and license applications in a timely manner, with a registration being issued for a completed application on average no more than 25 calendar days of receipt.
• Review application materials for completeness and compliance with regulatory requirements In accordance with Virginia laws and regulations.
• Maintain accurate records, files, and databases associated with registration activities.
• Track deadlines, expirations, and required documentation.

Stakeholder Support

• Serve as a responsive point of contact for applicants, registrants, and industry partners.
• Provide clear guidance on registration requirements, timelines, and regulatory expectations.
• Assist stakeholders with troubleshooting application issues or documentation questions.

Compliance & Documentation

• Verify applicant information for accuracy and regulatory compliance.
• Coordinate with the Hemp Program Coordinator on issues requiring follow-up, clarification, or enforcement.
• Maintain secure and organized records for audits and regulatory reporting.

Data Entry & Reporting

• Input, update, and manage data within registration databases and tracking systems.
• Prepare routine reports on registration activity, program metrics, and compliance status.
• Identify data inconsistencies and resolve or upscale as needed.

Program Support

• Assist in developing registration forms, procedures, and guidance documents.
• Provide administrative and operational support to program staff as requested.
• Contribute to public outreach materials and communication efforts.

Other duties as assigned

• Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.
• Report unsafe work conditions to your supervisor.
• Immediately report work-related incidents to your supervisor and participate in accident investigation requests.

Minimum Qualifications

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of Regulatory Compliance & Licensing: Working knowledge of statutory and regulatory frameworks, licensing workflows, and administrative compliance principles.
• Data Verification and Entry: Demonstrated ability to independently review complex application materials, verify high volumes of data for accuracy, and identify discrepancies or non-compliant submissions.
• Process Tracking & Deadline Management: Exceptional skill in managing competing operational priorities, tracking multi-step regulatory workflows, and consistently meeting strict processing timelines.
• Technical Proficiency in Information Systems: Advanced proficiency with electronic licensing portals, case management systems, and relational databases for recordkeeping and audit tracking.
• Professional Stakeholder Communication: Exceptional verbal and written communication skills to articulate technical regulatory requirements, policies, and procedural expectations clearly to diverse industry partners and the public.
• Conflict Resolution & Customer Support: Ability to navigate challenging stakeholder inquiries, provide objective guidance on compliance issues, and troubleshoot application barriers professionally.
• Information Governance & Discretion: Demonstrated ability to handle sensitive, confidential, and proprietary business or regulatory information with strict adherence to data privacy standards.

Recommended Education and Experience

• High school diploma or equivalent.
• Experience in administrative support, customer service, program coordination, or regulatory processing.
• Experience working in a regulatory, licensing, compliance, legal or government agency environment involving data verification and document processing.

Additional Considerations

• Associate degree or higher in business administration, agriculture, environmental studies, or a related field.
• Experience utilizing automated licensing portals, agricultural or hemp administration, or formal compliance auditing.

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.

Contact Information

Name: VCCA Recruitment Team

Phone: [phone]

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.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call [phone] for assistance.

The Commonwealth of Virginia is an Equal Opportunity Employer. It is the policy of the Commonwealth of Virginia to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, pregnancy, childbirth or related medical conditions in the recruitment, selection, and hiring of its workforce.