Administrative Proceedings Coordinator

Virginia Information Technologies Agency

19h • Onsite

About The Position

The Administrative Proceedings Coordinator manages the lifecycle of cannabis regulatory enforcement cases—intake through hearing, settlement/consent order, and post order compliance—ensuring timely, accurate, and legally compliant processing. This position serves as the operational hub between Enforcement, Legal, Licensing, Compliance, and external adjudicators, safeguarding due process and public health and safety.

Requirements

• Strong drafting skills for legal/procedural documents.
• Organizational and time management skills in deadline-driven environments.
• Proficiency with case management systems, Microsoft 365, and virtual hearing platforms.
• Ability to maintain impartiality and confidentiality; exercise sound judgment.
• Familiarity with administrative and civil enforcement practices
• Strong analytical, decision making, and oral and written communication skills.
• Familiarity with administrative hearings procedures
• Ability to conduct fair hearings and control the process; ascertain and evaluate facts; read, explain, and apply related laws and regulations; analyze information; prepare and manage a caseload; conduct legal research; compile and organize hearing proceedings into written decision format; write decisions based on appeal hearing findings.
• Managing a caseload independently, performing legal research, and reviewing decisions for accuracy and compliance.
• This role ensures due process by evaluating facts, interpreting and applying relevant laws and regulations, and preparing clear, legally sound written decisions.
• Bachelor’s degree in Public Administration, Legal Studies, Criminal Justice, Business, or related field; or equivalent combination of education and experience.
• Minimum 3 years in administrative hearings coordination, regulatory enforcement, court administration, or similar roles; experience drafting official notices and supporting hearings.

Nice To Haves

• MPA, Paralegal Certificate, or JD coursework.
• Certifications in records management, eDiscovery, or project management.
• Experience in cannabis regulation or other highly regulated sectors.
• KPI tracking and dashboarding; SOP development; training facilitation.

Responsibilities

• Apply statutory and regulatory requirements for notices, hearings, and official records.
• Draft legally sufficient Notice of Violations (NOVs), charging documents, case decisions, subpoenas, and consent orders.
• Ensure due process by evaluating facts, interpreting and applying relevant laws and regulations.
• Intake enforcement referrals; validate evidentiary sufficiency.
• Open dockets, assign case numbers, and track milestones and deadlines.
• Monitor post-order compliance (fines, suspensions, corrective actions) and close cases.
• Manage a caseload independently, perform legal research, and review decisions for accuracy and compliance.
• Prepare hearing packets, exhibits, and witness lists.
• Draft and review settlement agreements and consent orders for accuracy.
• Maintain proof of service and ensure proper formatting of all official documents.
• Prepare clear, legally sound written decisions.
• Schedule hearings and manage continuances.
• Coordinate interpreters, court reporters, and official recordings.
• Facilitate virtual and in-person hearings, ensuring procedural integrity.
• Maintain impartiality and confidentiality in all proceedings.
• Uphold conflict-of-interest standards and ensure fair treatment.
• Secure sensitive information and enforce data privacy protocols.

Benefits

• Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 1-10 employees