Title: Administrative Proceedings Coordinator

State Role Title: Salary Non-Specified

Hiring Range: Hiring range for this position is $82,668 - $95,068, 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.

Purpose of Position
The Administrative Proceedings Coordinator manages the lifecycle of cannabis regulatory enforcement cases—intake through hearing, settlement/consent order, and post order compliance—ensuring timely, accurate, and legally compliant processing. This position serves as the operational hub between Enforcement, Legal, Licensing, Compliance, and external adjudicators, safeguarding due process and public health and safety.

Organizational Objective
As an independent, political subdivision, the Virginia Cannabis Control’s (CCA) mission is to promote public safety, advance public health, and protect communities in the Commonwealth through effective medical cannabis oversight and balanced and inclusive cannabis regulation, policy, and education.

Job Duties

Regulatory & Legal Compliance
• Apply statutory and regulatory requirements for notices, hearings, and official records.
• Draft legally sufficient Notice of Violations (NOVs), charging documents, case decisions, subpoenas, and consent orders.
• Ensure due process by evaluating facts, interpreting and applying relevant laws and regulations.

Case & Docket Management
• Intake enforcement referrals; validate evidentiary sufficiency.
• Open dockets, assign case numbers, and track milestones and deadlines.
• Monitor post-order compliance (fines, suspensions, corrective actions) and close cases.
• Manage a caseload independently, perform legal research, and review decisions for accuracy and compliance.

Document Drafting & Accuracy
• Prepare hearing packets, exhibits, and witness lists.
• Draft and review settlement agreements and consent orders for accuracy.
• Maintain proof of service and ensure proper formatting of all official documents.
• Prepare clear, legally sound written decisions.

Hearing Coordination & Logistics
• Schedule hearings and manage continuances.
• Coordinate interpreters, court reporters, and official recordings.
• Facilitate virtual and in-person hearings, ensuring procedural integrity.

Ethics & Confidentiality
• Maintain impartiality and confidentiality in all proceedings.
• Uphold conflict-of-interest standards and ensure fair treatment.
• Secure sensitive information and enforce data privacy protocols.

Minimum Qualifications

• Strong drafting skills for legal/procedural documents.
• Organizational and time management skills in deadline-driven environments.
• Proficiency with case management systems, Microsoft 365, and virtual hearing platforms.
• Ability to maintain impartiality and confidentiality; exercise sound judgment.
• Familiarity with administrative and civil enforcement practices
• Strong analytical, decision making, and oral and written communication skills.
• Familiarity with administrative hearings procedures
• Ability to conduct fair hearings and control the process; ascertain and evaluate facts; read, explain, and apply related laws and regulations; analyze information; prepare and manage a caseload; conduct legal research; compile and organize hearing proceedings into written decision format; write decisions based on appeal hearing findings.
• Managing a caseload independently, performing legal research, and reviewing decisions for accuracy and compliance.
• This role ensures due process by evaluating facts, interpreting and applying relevant laws and regulations, and preparing clear, legally sound written decisions

Required Experience & Education
Education: Bachelor’s degree in Public Administration, Legal Studies, Criminal Justice, Business, or related field; or equivalent combination of education and experience.

Experience: Minimum 3 years in administrative hearings coordination, regulatory enforcement, court administration, or similar roles; experience drafting official notices and supporting hearings.

Additional Considerations

Preferred (Optional) Experience & Education
Education: MPA, Paralegal Certificate, or JD coursework.

Experience:
• Certifications in records management, eDiscovery, or project management.
• Experience in cannabis regulation or other highly regulated sectors.
• KPI tracking and dashboarding; SOP development; training facilitation.

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.