Program Administration Support Specialist

DHRM • Richmond, VA

5d

About The Position

The Virginia Department of Education is recruiting a Program Administration Support Specialist to provide adult education unit grant management and administrative support to the Director, Coordinator, and five Specialists. The role supports office operations, records management, purchasing, document preparation and accessibility, committee meetings, and reporting-related training.

Requirements

• Demonstrated knowledge of advanced secretarial and general office procedures and practices.
• Demonstrated knowledge of state agency policies, procedures, rules, regulations, and state fiscal guidelines.
• Experience delivering high-satisfaction customer service and resolving complex inquiries with empathy and efficiency.
• High proficiency in Microsoft Office Suite products, including Word, Excel, Publisher, and PowerPoint.
• Ability to manage complex workflows independently, use sound judgment in sensitive situations, and maintain strict confidentiality.
• Ability to independently prioritize and manage multiple critical assignments and routine administrative and office-support tasks to meet multiple critical deadlines.
• Successful candidates must pass a criminal background check.
• The role requires completion of an annual Statement of Economic Interests (SOEI).

Nice To Haves

• A degree or diploma in Business Administration or a related field; equivalent professional experience and training is also preferred.
• Bilingual or multilingual fluency.

Responsibilities

• Coordinate with facilities support services regarding phone services and repairs; order office furniture, rearrange office spaces, and coordinate other office changes as needed.
• Maintain the adult education central file room, including physical records and electronic files on the Share Drive.
• Coordinate the adult education records retention and disposition schedule.
• Provide eVA support services for adult education staff by processing and tracking assigned orders, staying current on eVA procedures, maintaining a log of credit-card purchases, and reconciling monthly statements.
• Compose routine letters, memos, charts, and tables; format final documents; and proofread grants, contracts, reports, and presentations for accuracy.
• Assist specialists and the supervisor with formatting complex documents and presentations and ensuring Section 508 accessibility.
• Coordinate the Adult Education and Literacy Advisory Committee meetings twice annually, including timely, professional, and accurate communication with members.
• Participate in annual U.S. Department of Education training sessions on developing or updating and submitting reports.

What This Job Offers

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