Registration Associate

Virginia Information Technologies Agency•Henrico, Virginia, VA

1d•$42,328 - $50,794

About The Position

The Registration Associate supports the Virginia Cannabis Control Authority’s hemp registration and licensing activities. The role processes registrations, renewals, and license applications, reviews submissions for completeness and compliance with Virginia laws and regulations, and maintains accurate records and databases. Completed applications should generally be issued registrations within an average of no more than 25 calendar days of receipt. The associate serves as a point of contact for applicants, registrants, and industry partners, providing guidance on requirements, timelines, and regulatory expectations and helping resolve application or documentation questions. The position also verifies applicant information, coordinates follow-up issues with the Hemp Program Coordinator, maintains records for audits and reporting, manages registration data, and prepares routine program reports. Additional duties include supporting registration procedures and forms, program operations, and public outreach, as well as following workplace safety requirements.

Requirements

Working knowledge of statutory and regulatory frameworks, licensing workflows, and administrative compliance principles.
Ability to independently review complex application materials, verify high volumes of data for accuracy, and identify discrepancies or non-compliant submissions.
Strong ability to manage competing priorities, track multi-step regulatory workflows, and meet strict processing timelines.
Advanced proficiency with electronic licensing portals, case management systems, and relational databases for recordkeeping and audit tracking.
Exceptional verbal and written communication skills to explain technical regulatory requirements, policies, and procedures to diverse industry partners and the public.
Ability to handle challenging stakeholder inquiries, provide objective compliance guidance, and professionally troubleshoot application barriers.
Ability to handle sensitive, confidential, and proprietary information in accordance with data privacy standards.
High school diploma or equivalent.
Experience in administrative support, customer service, program coordination, or regulatory processing.

Nice To Haves

Experience in a regulatory, licensing, compliance, legal, or government agency environment involving data verification and document processing.
Associate degree or higher in business administration, agriculture, environmental studies, or a related field.
Experience using automated licensing portals, agricultural or hemp administration, or formal compliance auditing.

Responsibilities

Process hemp program registrations, renewals, and license applications in a timely manner, with completed applications generally issued a registration within an average of no more than 25 calendar days of receipt.
Review application materials for completeness and compliance with Virginia laws and regulations.
Maintain accurate registration records, files, and databases, and track deadlines, expirations, and required documentation.
Serve as a point of contact for applicants, registrants, and industry partners, providing guidance on requirements, timelines, and regulatory expectations.
Assist stakeholders with application issues and documentation questions.
Verify applicant information for accuracy and regulatory compliance.
Coordinate with the Hemp Program Coordinator on issues requiring follow-up, clarification, or enforcement.
Maintain secure and organized records for audits and regulatory reporting.
Enter, update, and manage data in registration databases and tracking systems.
Prepare routine reports on registration activity, program metrics, and compliance status.
Identify data inconsistencies and resolve or escalate them as needed.
Assist with developing registration forms, procedures, and guidance documents.
Provide administrative and operational support to program staff and contribute to public outreach materials and communications.
Follow workplace safety regulations and applicable standards, processes, and programs; report unsafe conditions and work-related incidents to a supervisor and participate in accident investigations as requested.
Perform other duties as assigned.