WIOA Programs Administrative Coordinator

State of Oklahoma • Oklahoma City, OK

9d • $45,000 - $48,000 • Onsite

About The Position

The WIOA Programs Administrative Coordinator provides centralized administrative, organizational, and operational support for statewide workforce programs and initiatives. The position coordinates schedules, meetings, records, correspondence assignments, and shared resources to help the team operate efficiently and meet established deadlines. The coordinator serves as a central point of administrative support for department leadership and staff, helping specialized team members focus on their program, policy, governance, performance, and technical-assistance responsibilities.

This is a full-time, regular position with one vacancy. The annual salary is $45,000 to $48,000, based on education and experience. The primary working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. The position is statewide, non-exempt, and involves occasional travel. On-site attendance is an essential function because the role requires direct interaction with staff, clients, and on-site office resources. The position is not supervisory.

Requirements

• A bachelor’s degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.
• Proficiency with the agency’s standard software, including Microsoft Office Word, Outlook, Excel, Access, and Teams, and the Internet; ability to learn additional software as needed.
• Ability to lift, carry, and move objects weighing up to 25 pounds.
• Strong written and verbal communication skills, including proofreading and preparing clear, professional materials for varied audiences.
• Strong organizational judgment, attention to detail, follow-through, dependability, and commitment to high-quality customer service.
• Effective calendar, meeting, document, workflow, and deadline management skills.
• Sound judgment in prioritizing requests, identifying matters that require escalation, and handling confidential information.
• Ability to manage multiple priorities and competing deadlines while maintaining accuracy and professionalism.
• Ability to organize detailed information, maintain accurate records, and track assignments through completion.
• Ability to work independently while contributing to a collaborative, fast-moving team environment.
• Ability to anticipate routine administrative needs, take appropriate initiative, and follow assignments through completion.
• Ability to coordinate meetings and activities involving internal leaders, staff, workforce partners, and external stakeholders.
• Ability to prepare, organize, and maintain clear and accessible documents, records, trackers, and shared resources.
• Ability to communicate status, deadlines, concerns, and needed decisions clearly and promptly.
• Ability to exercise discretion, maintain confidentiality, adapt to changing priorities, and build effective working relationships.
• Applicants must be authorized to work in the United States for any employer at the time of application; the agency cannot sponsor or take over sponsorship of an employment visa.

Nice To Haves

• Knowledge of workforce-development programs, public sector operations, or federally funded programs, or the ability to develop this knowledge quickly.
• Proficiency with Microsoft 365 applications, including PowerPoint and SharePoint, and the ability to learn additional systems and tools.

Responsibilities

• Coordinate calendars, meetings, conference calls, and stakeholder activities, including scheduling, invitations, reminders, room or virtual-platform arrangements, and follow-up communications.
• Prepare meeting materials, agendas, attendance records, notes, action-item lists, and supporting documents; monitor follow-up items and communicate approaching deadlines.
• Draft, format, proofread, and distribute routine correspondence, presentations, reports, forms, guidance materials, and other workforce-program documents in accordance with agency standards.
• Maintain organized electronic records, shared folders, SharePoint resources, contact lists, distribution lists, and document-control practices.
• Maintain administrative tracking tools for assignments, deliverables, approvals, technical-assistance requests, meetings, events, and other unit activities; provide routine status updates.
• Support coordination and documentation of Governor’s Council, committee, partner, stakeholder, and workforce-system activities as assigned.
• Receive, route, and monitor requests and correspondence, ensuring timely follow-up and escalating unresolved or time-sensitive matters to the manager.
• Assist with onboarding, supply and resource coordination, travel documentation, purchasing or personnel paperwork, and other internal administrative processes in coordination with appropriate agency divisions.
• Compile team- and department-provided information for routine summaries, status reports, contact lists, meeting packets, and operational updates without taking ownership of source-data creation or official program reporting.
• Coordinate recurring administrative processes and recommend practical improvements to strengthen consistency, reduce duplication, and improve team workflow.
• Provide courteous, timely assistance to internal staff, workforce partners, local areas, employers, stakeholders, and the public while maintaining professional boundaries and confidentiality.
• Perform other duties consistent with the purpose and level of the position.
• Attend the worksite, an essential function of the role.

Benefits

• Comprehensive State of Oklahoma benefits packet.
• Generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level