Title: Scheduling Operations Coordinator

State Role Title: Program Admin Specialist II

Hiring Range: $72,577- $88,057

Pay Band: 5

Agency: Department of Juvenile Justice

Location: Bon Air JCC

Agency Website: https://www.djj.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Juvenile Justice (DJJ) protects the public by preparing court-involved youth to be successful citizens. DJJ is committed to excellence in public safety by providing effective interventions that improve the lives of youth, strengthening both families and communities within the Commonwealth.

The Virginia Department of Juvenile Justice is hiring for a Scheduling Operations Coordinator. This administrative role is essential to the daily operations of Bon Air Juvenile Correctional Center, ensuring effective oversight of 24/7 operational processes. The Scheduling Operations Coordinator maintains facility security and operational standards while optimizing overall operations. Key responsibilities include scheduling Juvenile Correctional Specialists, managing post audits, and coordinating leave requests to ensure compliance with procedures and maintain workforce efficiency. In addition to staffing and scheduling, this position is responsible for reporting on staffing logistics, employee schedules, and collaborating with administrative and executive staff.

Additional duties include the ability to evaluate decision making; requires the ability to read and understand workplace policies and procedures; technology proficiency, particularly in scheduling software, and Microsoft Office Suite (especially Excel); high level of attention to detail.

This role is a public-facing position that requires in-person, face-to-face work with the staff, that requires periodic 24-hour on-call work, including after-hours (5:00 p.m. to 8:00 a.m.) and weekend duties.

Core Responsibilities (not limited to):

• Accurately completes or oversees the completion of all required administrative documentation—including timesheets, leave forms, and incident reports—in a timely, legible, and thorough manner.
• Maintain reliable attendance by reporting to work and training as scheduled, with no unexcused absences and no more than three unexcused late arrivals per performance cycle.
• Communicate clearly, effectively, and with purpose—both orally and in writing—with residents, supervisors, and colleagues.
• Supports the implementation of PBIS
• Staff Scheduling & Leave Management
• Perform comprehensive quarterly post-audit reviews and edits to ensure alignment with internal policies, state regulations, and established audit standards.
• Identify discrepancies or inefficiencies in staffing, procedures, or documentation and provides recommendations for corrective actions.

Minimum Qualifications

• Exceptional organizational and analytical skills, with strong attention to detail.
• Proficient in scheduling software and Microsoft Office Suite, with advanced expertise in Excel.
• Strong communication and interpersonal abilities, fostering effective collaboration with staff and management at all levels.
• Proven ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
• Solid understanding of labor laws and audit compliance standards.
• Knowledge of staffing and scheduling practices to ensure 24/7 operational coverage.
• Ability to adjust schedules quickly in response to leave, training, or emergencies.
• Understanding of policies, payroll processes, and leave administration.
• Effective collaboration with departments to support coordinated programming.
• Detail-oriented with the ability to audit rosters and timesheets for accuracy.
• Skilled in maintaining accurate records of schedules and leave balances.
• Ability to generate and share staffing and leave reports with leadership.
  

Additional Considerations

• Experience in a correctional or law enforcement environment. Knowledge of juvenile justice system policies and procedures.
• Background in administrative coordination, HR, or correctional center operations management.
  

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.

Application Process:
Individuals desiring to be considered for this position must submit a completed employment application, or you may attach a resume before the position’s closing date. Applications received after the closing date will not be considered. Applications sent through postal mail, email, or fax will not be considered.

Applicants are encouraged to be specific regarding job-related knowledge, skills, and abilities.
You will be provided an email 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. Status updates will not be provided via telephone or email.

Background & Pre-employment Screenings:
Selected applicants are subject to a background investigation and pre-employment drug screen. Investigations may include fingerprint checks (State Police, FBI); local agency checks; employment verification; verification of education (if required and relevant to employment); credit checks; and other checks based on the position.

Pre-employment medical screenings are required for some DJJ positions.

Reference Check: At least two references' names and contact information will be required from all finalists who advance in the selection process.

Driver License: A valid driver’s license is required of DJJ employees to operate a state-owned or leased vehicle.

Supplemental Questions:
You may be required to respond to position-specific questions at the end of this application. This information may help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.

Lay off Policy 1.3:
If you have been impacted by the DHRM Policy 1.3 layoff and have a valid Interagency Placement Screening Form (Yellow Card) or Preferential Hiring Form (Blue Card), it is necessary to submit the card before the closing date for this position. You can include the Card as an attachment with your state application.

DJJ Welcomes Veterans:
DJJ is committed to recruiting, hiring, and retaining qualified Veterans and their spouses. Veterans who are hired into state positions may be eligible to receive additional leave accruals based on their total years of service in the military, National Guard, or Reserve. If applicable, please submit form DD-214 with your state application.

The Commonwealth of Virginia welcomes all applicants authorized to work in the United States. Sponsorship is not provided; therefore, applicants must be a citizen or national of the U.S., a Lawful Permanent Resident, or an alien authorized to work.

Reasonable Accommodations: Reasonable Accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact our Human Resources Department for further assistance.

Equal Opportunity Employer: The Department of Juvenile Justice practices fair and equal employment opportunities to all employees and applicants in accordance with applicable laws and regulations. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce. Qualified individuals with disabilities are encouraged to apply. It is our goal to foster a culture that demonstrates the principles of civility, diversity, opportunity, and inclusion.

Contact Information

Name: DJJ Talent Acquisition Team

Phone: Please email your question to Porsha.Lewis@djj.virginia.gov

Email: Porsha.Lewis@djj.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.