Title: Executive Administrative Coordinator #00160

State Role Title: General Administration Coordinator I

Hiring Range: Commensurate with experience and qualifications (Up to $54,500)

Pay Band: 4

Agency: Dept of Emergency Management

Location: 9711 Farrar Court N. Chesterfield, VA 23236

Agency Website: www.vaemergency.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Emergency Management is seeking qualified and motivated candidates for the position of Executive Administrative Coordinator. The Executive Administrative Coordinator will provide administrative and clerical support to 9-1-1 and Geospatial Services (NGS) Bureau, Virginia Geographic Information Network (VGIN) Board and 9-1-1 Services Board under the direction of the Deputy State Coordinator of the Bureau.

This position provides administrative and confidential administrative support to the respective office. This individual will help manage resources and information and assist with scheduling and planning meetings and project activities. Duties may be clerical, administrative, and project-based and include scheduling travel, auditing travel expense forms, arranging meetings and creating presentations based upon these meetings, handling information requests, and preparing reports and correspondence with the executive team. The Executive Administrative Coordinator should have familiarity with procuring goods and services including creating purchase orders. The incumbent should also have experience with ordering supplies, receiving orders, and reconciling purchase card statements. This position will serve as a key liaison with various stakeholders including but limited to government officials, state agencies, and members of the agency. This position may require infrequent travel to attend meetings.

All VDEM employees are designated as essential personnel and may be required to work during emergency situations such as inclement weather and natural or human-made disasters. This may require irregular work hours, work at locations other than the official duty station, and may include duties other than those specified in the Employee Work Profile.

Minimum Qualifications

• Considerable knowledge of office practices, procedures, and office equipment.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners.
• Ability to manage complex calendars, travel, process expenses, and handle confidential matters.
• Proficiency in Windows, including MS Word, Excel, SharePoint, Teams, and PowerPoint.
• Prior experience working independently on projects from conception to completion.
• Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Excellent writing, editing, grammatical, organizational, research, time management, communication, and problem-solving skills.
• Ability to multi-task, meet critical deadlines, and work with minimal supervision.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Must have a valid driver's license and satisfactory driving record.

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.

Applications will only be accepted on-line through the State Job website. Applications must include all work history and references. The decision to interview an applicant is solely based on the information provided in the application materials. Therefore, it is essential to provide enough information to make this assessment.

Employment is contingent upon satisfactory results of a fingerprint-based criminal history background check, Division of Motor Vehicle check, employment reference check, and E-Verify. The selected candidate must complete a State of Personal Economic Interests as a condition of employment, if applicable (Va. Code 2.2-3114). Other financial, credit, driving, or degree verification checks prior to employment may be required for certain positions. A one-year probationary period is required of all newly hired and re-hired Commonwealth of Virginia employees.

The salary for this position is negotiable up to the maximum hiring range listed in this posting. Offers will not be made outside of the hiring range. This is a restricted position due to the funding source.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply.

VDEM does not provide sponsorship to prospective or current employees. Applicants applying for a position with our agency must be legally authorized to work in the United States at the time of employment.

The Virginia Department of Emergency Management is an Equal Opportunity Employer.

Contact Information

Name: Human Resources

Phone: (804) 912-7254

Email: Recruitment@vdem.virginia.gov

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 provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.