Senior Administrative Coordinator

7 months ago

Richmond, United States Commonwealth of Virginia Full time

Job Duties

The Virginia Department of Education seeks a Senior Administrative Coordinator to provide executive level administrative support to the Office of the Superintendent, the Superintendent of Public Instruction and the Chief of Staff. This position will serve as the Office Manager by planning, coordinating, and performing administrative activities.

Specific duties:

• Tracks and reports the agency’s performance on strategic goals, planning outcomes, and key project goals
• Manages strategic communications with division superintendents, legislative and business stakeholders, and oversees marketing strategy and message coherence.
• Supports the Superintendent, Chief of Staff’, and Senior Communications Advisor’s calendar, prioritizing meetings, appointments, and events to optimize scheduling
• Tracks logistics, communications, and supports Superintendent via event briefings, speakers, and schedule reporting
• Provides cabinet level scheduling for VDOE supported events
• Facilitates seamless communication between the Superintendent and other team members, ensuring that messages are conveyed both timely and with accuracy
• Manages Superintendent’s email.
• Drafts briefs and ensures background/logistics are clearly briefed based on meeting agendas, strategic priorities, and audience needs.
• Processes procurement actions ensuring alignment with agency and Commonwealth practices and completes travel arrangements promptly in accordance with state travel regulations.
• Drafts reports for the Secretary of Education, the Governor, and the State Superintendent.
• Contact division superintendents regarding correspondence to the State Superintendent.
• Contact school divisions where appropriate to assist parents with arranging contacts in collaboration with the Office of Parental Engagement
• Tracks Agency specific strategic goals and special projects, ensuring assignments are completed by required deadline.
• Accurately tracks and processes payment vouchers and Pos in accordance with the Prompt Pay Act.
• Coordinates processing of purchase orders using state’s procurement process
• Ensures purchase requests for non-contract goods and services up to the single quote limit will utilize a SWaM vendor
• Identifies and reports any barriers to SWaM utilization to the Procurement Director.
• Notifies the Procurement Director of any potential SWaM vendor not yet certified.
• Over-the-counter purchases utilizing the small purchases charge card which are exempt from eVA must be made from a certified SWaM vendor or documented as to the reason a SWaM sources was not utilized.
• Stays abreast of SWaM purchasing policy and seeks assistance from the Procurement Office as needed.
• Orders office supplies from an appropriate vendor or from the VDOE Supply Room.

Minimum Qualifications

• Knowledge of guidelines governing essential office practices and procedures, to include effective proofreading and editing.
• Experience in executive support roles, workflow analysis and project management, strategic goal-setting and management, policy interpretation and application, and fiscal processes to top-tier management in a professional setting.
• Proficiency in calendar management software, email platforms, and other relevant office tools, with the ability to create and maintain complex schedules, track meetings, and develop meeting prep.
• Demonstrated ability to perform highly sensitive work to include quantitative and narrative reporting, policy interpretation and project implementation on behalf of an executive at the highest levels of management
• Considerable knowledge of project management, tracking of performance metrics, risk mitigation and reporting.
• Working knowledge of personal computers and current office software including word processing, spreadsheets, and database packages.
• Strong communication skills, coupled with the ability to maintain an even disposition and to cope with various personality types, including irate constituents in a pleasant manner; excellent command of English and grammar; ability and willingness to assist co-workers.
• Skilled in creating and maintaining talking points and briefings on critical education issues.
• Demonstrated ability to manage and prioritize multiple tasks simultaneously and effectively, and to assign, refer, follow-up and respond in a fast-paced work environment.
• Demonstrated ability to research, collect, organize and format data and information for reports.
• Ability to establish a good work relationship with a large group of professional staff members.
• Ability to monitor strategic initiatives, priorities and goals of VDOE and provide regular updates to the Superintendent, cabinet, Secretary and Governor’s Office.
• Ability to handle logistics and event scheduling of large-scale events, along with the ability to prepare travel pre-approvals and reimbursements.

Additional Considerations

• Graduation from an accredited college or university with a degree in business administration, public administration, education administration or a related field, or an equivalent combination of education and experience.
• Experience working in a role where confidentiality and security of information is necessary and significant.
• Experience in providing customer service/technical assistance and interacting professionally with agency personnel, state officials, school division personnel, and the general public.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

A résumé will be accepted in lieu of a completed state application. Applications submitted via e-mail, postal service, fax or hand-delivered will not be considered. Successful candidates must pass a criminal background check. Commonwealth of Virginia employees may have teleworking options available. Final teleworking agreements will be reviewed and approved upon hire.

Commonwealth’s Alternate Hiring Process:
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to prove their Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging and Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability.

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