Administrative Services Coordinator

DHRM • Richmond, VA

2d • Hybrid

About The Position

The Administrative Services Coordinator provides central administrative support to the State Treasurer, Deputy State Treasurer, and Administrative Services team. The position supports the Virginia Department of the Treasury’s regulatory compliance, governance, reporting, and executive support functions, working across divisions and with agency leadership to ensure documentation, deadlines, and governance activities are completed accurately and on time.

The Coordinator manages agency FOIA requests, supports Continuity of Operations (COOP) planning, administers conflict-of-interest tracking requirements, coordinates records management, and prepares recurring and ad hoc reports and communications. The role also develops professional materials for internal and external presentations and coordinates committees, projects, and agency vehicle scheduling. It calls for an organized, detail-oriented professional able to independently manage priorities, exercise sound judgment, and communicate effectively with agency and state-government stakeholders.

The position is located in Richmond, Virginia, at the James Monroe Building. It must be performed on-site until an approved telework agreement is in place; intermittent telework may be available subject to position requirements. Occasional work outside standard business hours may be required for meetings, emergencies, exercises, or VDEM activations. The role may require moving and bending and lifting up to 50 pounds for event preparation and deliveries.

Requirements

• Demonstrated analytical and reporting skills, including collecting, validating, interpreting, organizing, and clearly presenting information.
• Excellent written and verbal communication skills, including experience preparing professional reports, correspondence, presentations, or briefing materials.
• Ability to coordinate committees, projects, or multi-step initiatives involving multiple stakeholders.
• Proficiency with Microsoft 365 applications, including Excel, Word, PowerPoint, and Outlook.
• Exceptional organizational and time-management skills, including the ability to manage competing priorities and meet firm deadlines.
• High attention to detail and commitment to accuracy, consistency, and quality.
• Ability to handle confidential or sensitive information with discretion, professionalism, and integrity.
• Availability to occasionally attend meetings or respond to agency needs outside standard business hours, including emergencies, exercises, or VDEM activations.
• Ability to interpret and apply regulatory or compliance requirements.
• Ability to move and bend, including lifting up to 50 pounds as needed for event preparation and deliveries throughout the agency.

Nice To Haves

• Coursework or training in business administration, public administration, policy administration, communications, emergency management, or a related field, or an equivalent combination of training and experience.
• Experience working in Virginia state government or another public-sector environment.
• Knowledge of FOIA administration, COOP or emergency preparedness, regulatory reporting, records management, or conflict-of-interest programs.

Responsibilities

• Provide confidential and responsive administrative support to the State Treasurer, Deputy State Treasurer, and Administrative Services team.
• Coordinate agency FOIA requests, including intake, tracking, internal coordination, and deadline monitoring.
• Coordinate agency COOP activities and documentation, including committee meetings, plan updates, exercises, training, and readiness activities.
• Administer Conflict of Interest program requirements, including tracking disclosures, submissions, training, and deadlines.
• Collect, analyze, organize, and present information for recurring and ad hoc reports, leadership requests, and management needs.
• Develop presentations, reports, correspondence, briefing materials, and internal or external communications in collaboration with leadership and program staff.
• Maintain accurate program records in accordance with records retention and information management requirements.
• Coordinate cross-divisional committees and projects; document action items, responsibilities, and follow-up activities.
• Coordinate scheduling and administrative tracking for the agency vehicle.
• Perform related duties and special projects supporting agency operations, compliance, and reporting.
• Manage competing priorities independently, exercise sound judgment, and follow assignments through to completion with minimal supervision.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed