WIOA Programs Administrative Coordinator

290 EMPLOYMENT SECURITY COMMISSION; Oklahoma City (OK); On-site; USD 45,000 - 48,000; Full time

Job summary

The 290 Employment Security Commission seeks an Administrative Coordinator to provide centralized support for statewide WIOA programs. You will handle calendars, meeting logistics, and routine documents to help the team operate efficiently and maintain deadlines.

Responsibilities include maintaining electronic records and SharePoint resources, supporting leadership, and coordinating with staff, partners, and the public while upholding confidentiality and professional standards.

Qualifications

• Education: Bachelor's degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.
• Computer Skills – proficient with Microsoft Office (Word, Outlook, Excel, Access, and Teams), and the Internet, and ability to learn other software as needed.
• Employee must be capable of lifting, carrying, and moving objects of up to 25 pounds.

Responsibilities

• Coordinate calendars, meetings, conference calls, and stakeholder activities, including scheduling, invitations, reminders, room or virtual-platform arrangements, and follow-up communications.
• Prepare meeting materials, agendas, attendance records, notes, action-item lists, and other supporting documents; monitor assigned follow-up items and communicate approaching deadlines.
• Draft, format, proofread, and distribute routine correspondence, presentations, reports, forms, guidance materials, and other workforce-program documents in accordance with agency standards.
• Maintain organized electronic records, shared folders, SharePoint resources, contact lists, distribution lists, and document-control practices to support accessibility, accuracy, and continuity of operations.
• Maintain administrative tracking tools for assignment, deliverables, approvals, technical-assistance requests, meetings, events, and other unit activities; provide routine status updates to the manager and appropriate staff.

Skills

Administrative coordination

Office procedures

Records management

Meeting support

Professional correspondence

Education

Bachelor's degree + 1 year of clerical/administrative work

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

SharePoint

Job description

WIOA Programs Administrative Coordinator

Agency 290 EMPLOYMENT SECURITY COMMISSION Supervisory Organization WIOA Policy & Governance

Job Posting End Date: Refer to the date listed at the top of this posting, if available. Continuous if date is blank. Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Job Type: Full/Part-Time Full time

Job Type Regular Compensation Annual Salary - $45,000.00 - $48,000.00 (Based on education and experience)

Position Summary

The WIOA Programs Administrative Coordinator provides centralized administrative, organizational, and operational support for statewide workforce programs and initiatives. The position coordinates schedules, meetings, records, correspondence assignments, and shared resources to help the team operate efficiently and meet established deadlines. The coordinator serves as a central point of administrative support for department leadership and staff, helping ensure that specialized team members can remain focused on their assigned program, policy, governance, performance, and technical-assistance responsibilities.

Position Essential Functions

• Coordinate calendars, meetings, conference calls, and stakeholder activities, including scheduling, invitations, reminders, room or virtual-platform arrangements, and follow-up communications.
• Prepare meeting materials, agendas, attendance records, notes, action-item lists, and other supporting documents; monitor assigned follow-up items and communicate approaching deadlines.
• Draft, format, proofread, and distribute routine correspondence, presentations, reports, forms, guidance materials, and other workforce-program documents in accordance with agency standards.
• Maintain organized electronic records, shared folders, SharePoint resources, contact lists, distribution lists, and document-control practices to support accessibility, accuracy, and continuity of operations.
• Maintain administrative tracking tools for assignment, deliverables, approvals, technical-assistance requests, meetings, events, and other unit activities; provide routine status updates to the manager and appropriate staff.
• Support the coordination and documentation of Governor's Council, committee, partner, stakeholder, and workforce-system activities as assigned.
• Receive, route, and monitor requests and correspondence to ensure they reach the appropriate staff member and receive timely follow-up; elevate unresolved or time-sensitive matters to the manager.
• Assist with onboarding activities, supply and resource coordination, travel documentation, purchasing or personnel paperwork, and other internal administrative processes in coordination with the appropriate agency divisions.
• Compile information provided by team members and other departments for routine summaries, status reports, contact lists, meeting packets, and operational updates without assuming ownership of source-data creation or official program reporting.
• Coordinate recurring administrative processes and recommend practical improvements that strengthen consistency, reduce duplication, and improve team workflow.
• Provide courteous and timely assistance to internal staff, workforce partners, local areas, employers, stakeholders, and members of the public while maintaining appropriate professional boundaries and confidentiality.
• Perform other duties as assigned that are consistent with the purpose and level of the position.
• On-site attendance is an essential function of the position, as the role requires direct interaction with staff, clients, and on-site office resources.
• These job functions, responsibilities and activities may change at any time with or without notice.

Valued Knowledge, Skills, Abilities and Competencies

• Knowledge of: Administrative coordination, office procedures, records management, document control, meeting support, and professional correspondence.
• Workforce-development programs, public sector operations, or federally funded programs, or the ability to develop this knowledge quickly.
• Confidentiality, records retention, accessibility, and appropriate handling of sensitive or time-sensitive information.
• Professionalism, adaptability, initiative, and collaboration when working with individuals at all organizational levels and with external partners.

Skill and Competencies

• Strong written and verbal communication skills, including proofreading and preparing clear, professional materials for varied audiences.
• Strong organizational judgement, attention to detail, follow-through, dependability, and commitment to high-quality customer service.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, and the ability to learn additional systems and tools.
• Effective calendar, meeting, document, workflow, and deadline management skills.
• Sound judgement in prioritizing requests, identifying matters that require escalation, and handling confidential information.
• Strong interpersonal and service-oriented skills when working with leadership, coworkers, workforce partners, stakeholders, and the public.
• Ability to: Manage multiple priorities and competing deadlines while maintaining accuracy and professionalism.
• Organize detailed information, maintain accurate records, and track multiple assignments through completion.
• Work independently while contributing to a collaborative, fast-moving team environment.
• Anticipate routine administrative needs, take appropriate initiative, and follow assignments through completion.
• Coordinate meetings and activities involving internal leaders, staff, workforce partners, and external stakeholders.
• Prepare, organize, and maintain clear and accessible documents, records, trackers, and shared resources.
• Communicate status, deadlines, concerns, and needed decision clearly and promptly.
• Exercise discretion, maintain confidentiality, and use sound judgement when handling sensitive information.
• Adapt to changing priorities, new processes, and evolving workforce-system needs.
• Build effective working relationships and provide responsive, respectful support across the workforce system.

Physical Demands/Work Environment

Work is typically performed in an office setting with climate-controlled settings and exposure to moderate noise level. While performing the duties of the job, employee is required to talk, stand, walk, and reach with hands and arms. This position requires regular periods of sitting or standing and daily use of computer and phone. It also requires the occasional use of the office machinery in accordance with safety and security protocols. This position requires occasional travel.

Minimum Qualifications

• Education: Bachelor's degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Special Skills/Requirements

• Computer Skills – Employee must be capable of proficiently using the OESC's standard software (Microsoft Office - Word, Outlook, Excel, Access, and Teams), and the Internet, as well as proficiency to learn other software as needed.
• Employee must be capable of lifting, carrying, and moving objects of up to 25 pounds.

Accommodation Statement

OESC is an Equal Opportunity Employer. Reasonable accommodation to individuals with disabilities may be provided upon request.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.