Division Coordinator - Farm & Food Systems Development

State of Washington•Olympia, WA

33d

About The Position

This position plays a critical role in advancing the mission of the Washington State Department of Agriculture (WSDA) by supporting the viability of agriculture while protecting consumers, public health, and the environment while also ensuring that all Washingtonians have access to healthy food. As a key member of the Farm & Food Systems Development Division's leadership team, this position reports directly to the Assistant Director and provides expert level research, analysis, and strategic consultation to support policy development and program planning across the division. This position is responsible for supporting the budget and performance management of the division, providing professional analysis on complex issues such as food security, state and federal funding regulatory changes, and interagency collaboration. The position plays a central role in advancing the agency's food systems development efforts by assisting with division funding, grant administration, and specialized projects that ensure consistency, transparency, and accountability. Serving as the primary liaison to agency central services, the position directs the division's administrative team and supports cross-division initiatives, including long-term strategic planning and process improvement. Through this work, the position ensures that division programs are aligned with the agency's mission to promote agricultural viability, ensure food access, and protect consumers, public health, animals, and the environment.

Requirements

Four (4) years of progressively responsible experience in office/clerical, administrative work.
Demonstrated proficiency with Microsoft Office applications.
Proficient in time management and managing multiple activities.
Two (2) years of experience working with grants and/or contracts.
Three (3) years of experience conducting research and analyzing policies, laws, rules or regulations or comparable combination of graduate education and experience.
At least one (1) year of supervisory experience.

Nice To Haves

A bachelor's degree in business administration, public administration or related field.

Responsibilities

Provide expert level analysis and support to the Assistant Director (AD) and division leadership team regarding highly complex issues that impact programs and operations
Provide expert level consultation and analysis on division structure, operational challenges, and programmatic opportunities.
Provide proactive intervention and formulate recommendation for solutions that improve efficiency, reduce waste, and advance the division's mission.
Communicate agency policies to division staff and leadership to ensure consistent application.
Identify areas of administrative and/or operational risk and provides actionable recommendations to the AD and division management team.
Ensure the AD's perspectives and priorities are accurately conveyed when interacting with agency leadership, external stakeholders, and staff.
Prepare and prioritize documents and general correspondence on behalf of the AD.
Review materials for accuracy, compliance, and strategic alignment prior to final approval.
Coordinate with the division management team to support the full lifecycle of grant administration, including solicitation development, application review processes, award documentation, contract coordination, and compliance tracking.
Ensure grant activities align with agency policies, funding guidelines, and strategic priorities.
Monitor grant performance, reporting requirements, and deadlines.
Serve as a central point of contact for internal staff and external customers to support transparency, accountability, and successful program delivery.
Ensure alignment with HR policies, state regulations, and agency guidance.
Direct the planning and execution of division-wide meetings.
Provide guidance to the division staff on policies, processes, and compliance expectations.
Exercise delegated authority on behalf of the AD to oversee and direct division administrative functions, drawing on thorough knowledge applicable federal, state, and agency laws, rules and procedures.
Oversee personnel actions within the division, including preparations of required personnel forms and letters, and coordination with HR.
Serve as the division's expert on agency administrative systems, procedures, and operational best practices.
Oversee the development and implementation of division-wide administrative policies and process improvement strategies that enhance efficiency, ensure regulatory compliance, and reduce unnecessary expenditures.
Direct the work of the division administrative team, ensuring that delegated tasks are completed with accuracy, timeliness, and in alignment with strategic goals.
Coordinate staffing and resource needs, including the identification of office space and the acquisition and setup of equipment for new staff, and acts as liaison to human resources, IT, facilities, fiscal and other central services.
Maintain high-level system functions within the PISCES platform, including month-end processing, leave tracking, user access, job classifications, fund codes, and data accuracy.
Serve as the primary liaison with the PISCES programming team to request system modifications and ensure functionality meets evolving division needs.
Oversee the division's compliance with state travel and expense policies by managing the TEMS auditing and approval process.
Provide training to staff on travel-related procedures and coordinates formal training opportunities as needed.
Oversee procurement activities across the division, ensuring purchasing decisions are cost-effective, policy-compliant, and aligned with budgetary allocations. Oversees office and specialty supply ordering and ensures proper coding of all expenditures.
Serve as a resource and mentor to administrative staff throughout the division, providing guidance, coaching, and training in administrative processes, fiscal management, and internal systems.
Facilitate regular meetings and training sessions to share updates on key topics such as system changes, policy updates, grant administration and agency initiatives.
Provide direct supervision to administrative staff within the division.
Conduct annual evaluations as required by agency policy and offers regular feedback to promote professional growth, accountability, and operational excellence across the administrative team.
Provide high-level coordination and administrative leadership for division rulemaking activities, ensuring all actions align with agency procedures, statutory requirements, and timelines.
Serve as the primary administrative liaison between division programs and administrative regulations group.
Schedule and attend required meetings related to division rulemaking efforts.
Ensure timely and accurate stakeholder notifications in accordance with established timelines and agency protocols.
Oversee the posting of relevant documents to the agency's website.
Oversee the preparation and submission of required filings to the State Code Reviser's Office, ensuring all documentation is complete, compliant, and properly submitted to support transparent and effective rulemaking.

Benefits

A healthy work/life balance, which may include flexible work schedules, and teleworking.
WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation
12 paid Holidays & Vacation and Leave Accruals.
All Personal Protective Equipment (PPE) required will be provided by the agency.
Commute Trip Reduction Program.

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