Senior Administrative Coordinator

2 months ago

Richmond, Virginia, United States Commonwealth of Virginia Full time

Job Summary

The Commonwealth of Virginia is seeking a highly skilled and experienced 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 is a critical role that requires a high level of professionalism, discretion, and attention to detail.

Key Responsibilities

  • Provide administrative support to the Superintendent, Chief of Staff, and other senior officials, including calendar management, travel arrangements, and event planning.
  • Manage strategic communications with division superintendents, legislative and business stakeholders, and oversee marketing strategy and message coherence.
  • Track and report on the agency's performance on strategic goals, planning outcomes, and key project goals.
  • Support the Superintendent's email and manage the flow of information to and from the office.
  • Develop and maintain complex schedules, track meetings, and develop meeting prep.
  • Provide cabinet-level scheduling for VDOE-supported events.
  • Facilitate seamless communication between the Superintendent and other team members, ensuring that messages are conveyed both timely and with accuracy.
  • Manage the Superintendent's calendar, prioritizing meetings, appointments, and events to optimize scheduling.
  • Track logistics, communications, and support the Superintendent via event briefings, speakers, and schedule reporting.
  • Process procurement actions, ensuring alignment with agency and Commonwealth practices, and complete travel arrangements promptly in accordance with state travel regulations.
  • Draft 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.
  • Track agency-specific strategic goals and special projects, ensuring assignments are completed by required deadline.
  • Accurately track and process payment vouchers and POS in accordance with the Prompt Pay Act.
  • Coordinate processing of purchase orders using the state's procurement process.
  • Ensure purchase requests for non-contract goods and services up to the single quote limit will utilize a SWaM vendor.
  • Identify and report any barriers to SWaM utilization to the Procurement Director.
  • Notify 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 source was not utilized.
  • Stay abreast of SWaM purchasing policy and seek assistance from the Procurement Office as needed.
  • Order office supplies from an appropriate vendor or from the VDOE Supply Room.

Requirements

  • 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.

Additional Considerations

  • The Commonwealth of Virginia is an equal opportunity employer and welcomes applications from diverse candidates.
  • Successful candidates must pass a criminal background check.
  • Commonwealth of Virginia employees may have teleworking options available.

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