Title: Licensing Associate

State Role Title: Salary Non-Specified

Hiring Range: Hiring range for this position is $41,600 - $49,920, commensurate with education and experience

Pay Band: UG

Agency: VA Cannabis Control Authority

Location: VA Cannabis Control Authority

Agency Website: https://cca.virginia.gov/

Recruitment Type: General Public - G/This position is contingent upon the approval of pending legislative actions.

Job Duties

Licensing & Registration Administration
• Reviews cannabis licensing, patient certification, and product registration applications for accuracy, completeness, and compliance with program requirements.
• Manages high‑volume administrative workflows while maintaining accurate and organized records.
• Supports fee collection, reconciliation, and associated reporting requirements.
• Ensures data integrity within licensing systems and identifies opportunities for process improvements.

Regulatory Compliance Support
• Identifies potential compliance or documentation issues during application review and escalates concerns appropriately.
• Reports facility‑related concerns to compliance and enforcement teams in accordance with established procedures.
• Applies an understanding of cannabis regulatory requirements, facility standards, and product safety rules to administrative tasks.

Reporting & Documentation
• Prepares and maintains organized, auditable documentation supporting licensing decisions and program oversight.
• Drafts reports related to licensing, product registration, workload trends, and regulatory activities.
• Ensures accurate, complete, and timely recordkeeping consistent with agency standards.

Stakeholder & Public Interaction
• Responds to inquiries from applicants, licensees, patients, practitioners, and the general public with professionalism and clarity.
• Provides guidance on licensing requirements, application processes, and program expectations.
• Represents the agency in communications with cannabis facilities and other stakeholders.

Administrative & Technical Proficiency
• Utilizes licensing databases, registration systems, and document management tools to process and track applications.
• Manages confidential information in compliance with state laws and agency policies.
• Prioritizes tasks effectively to meet deadlines in a fast‑paced regulatory environment.

Minimum Qualifications

• State cannabis laws, regulations, and program requirements.
• Licensing, registration, and permitting processes within a regulatory agency.
• Documentation standards and administrative procedures.
• Basic understanding of compliance and enforcement concepts.
• Application review and data verification.
• Written and verbal communication.
• Customer service and stakeholder engagement.
• Report drafting and recordkeeping.
• Use of databases, spreadsheets, and digital filing systems.
• Interpret and apply regulatory requirements.
• Maintain confidentiality and handle sensitive information.
• Work independently and collaboratively with regulatory staff.
• Manage multiple priorities with accuracy and attention to detail.
• Communicate effectively with diverse stakeholders.

Required Education and Experience

• Bachelor’s degree in public administration, business administration, health administration, regulatory affairs, or a related field, or equivalent combination of education and professional experience.
• Experience in administrative support, licensing, permitting, or regulatory program operations.
• Experience working with the public or in an environment with a strong focus on customer service.

Additional Considerations

• Experience in a government agency or regulatory environment.
• Experience with cannabis licensing, patient certification systems, or healthcare-related registration programs.
• Experience using licensing or case management software platforms.
• Additional training or certification in regulatory compliance or administrative 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.

Contact Information

Name: Robin Hollenbeck

Phone: (804) 653-9490

Email: robin.hollenbeck@cca.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.

Reasonable accommodations are available to individuals with disabilities during the application and/or interview processes per the Americans with Disabilities Act. Please call (804) 653-9490 for assistance.

The Commonwealth of Virginia is an Equal Opportunity Employer. It is the policy of the Commonwealth of Virginia to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, pregnancy, childbirth or related medical conditions in the recruitment, selection, and hiring of its workforce.