Program Administration Specialist I

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<div class="isg-job-description“>Job Title: Program Administration Specialist I
Location:  Richmond, VA 23219 (Hybrid)
Pay Rate: $30 w2
Duration:  06+ months
Work Hours:  9:00 AM – 5:00 PM
Job Description:

• The department is seeking to hire an Administrative Assistant to support the Division of Informatics and Information Systems within the Department of Epidemiology at the Virginia Department of Health.
• The Administrative Assistant is responsible for managing procurement activities, onboarding and offboarding processes, maintaining division organizational resources, and providing operational support for conferences, IT coordination, and contractor renewals. This role ensures smooth administrative operations across multiple teams within the Division of Informatics and Information Systems (DIIS).
  This position starts at 20 hours per week overlapping and training with the current administrative assistant and may move to 40 hours (TBD). This is a hybrid position with the candidate required to work in the downtown Richmond office one and one-half days a week (Prefer Monday AM and all-day Wednesday) with remaining hours remotely. Pay Rate up to $30/hr. based on credentials. Desired start date would be March 1, with flexibility.

Required Skills & Qualifications:

• Strong organizational, communication and multitasking skills.
• Able to support team activity planning and implementation.
• Ability to learn VDH internal software/systems as needed for position.
• Ability to manage confidential information with discretion.
• Familiarity with VDH administrative processes and vendor management preferred.
• 50 WPM Typing speed with accuracy desired.

Organizational Resources Management:

• Maintain and update Division Org Charts monthly using Visio Pro.
• Publish updated charts to DIIS Teams and VDH website.
• Maintain Division Phone List and update with organizational changes.
• Track DIIS Division List with start dates and asset details.
• Procurement & Supply Management
• Maintain and order supplies for the Division in accordance with VDH policies and procedures.

IT Support Coordination:

• Submit IT tickets in Service Now for DIIS employees as needed.
• Manage loaner laptop requests and shipping for remote staff.
• Coordinate repairs and returns with IRONBOW.

Conference & Travel Support:

• Maintain approved conference and training lists.
• Initiate Emburse Pre-Approval process three months prior to events.
• Coordinate SPCC payments for travel expenses.
• Complete Emburse post travel reimbursements.
• Manage foreign travel logistics and loaner laptop requests.

Contractor Invoice Monthly Review:

• Review and confirm details of monthly TSCTI and CAI contractor invoices.
• Forward details to Grants Manager for approval in Invoice Portal.
• Complete Contractor Invoice Depository Monthly.

Contractor Renewals:

• Manage RAPs, hiring paperwork, and vendor quotes per DIIS_Doc guidelines.
• Coordinate with Grants Manager for renewals (TSCTI only).
• Process cost code and pay rate changes.
• Complete renewals six weeks prior to contract expiration.
• Maintain copies of Contractor Purchase Orders in Purchase Order depository.

Onboarding Coordination:

• Follow DIIS_Doc – Playbooks – Administrative guidelines for onboarding.
• Prepare and process tickets in Service Now, HR portal.
• Order assets (laptop, phone) and arrange COV setup.
• Coordinate with new hire with first-day instructions.
• Coordinate asset pickup or delivery prior to start date.
• Provide new hires with instructions for VITA, training, orientation, badge, parking, MyVDH access.

Offboarding Coordination:

• Follow DIIS_Doc – Playbooks – Administrative – Separation guidelines.
• Notify vendor of last day and list assets for return.
• Contact employee regarding asset return and schedule drop-off.
• Request COV and cell phone disconnection via OIM Service Portal.

About our Company: –
22nd Century Technologies, Inc., is one of the fastest growing IT Service Integrator and Workforce Solution companies in the United States. Founded in 1997, 22nd Century Technologies is a Certified National Minority Business Enterprise with 6,000+ people including 600+ Cyber SMEs nationwide supporting our customers in all 50 states, Canada, and Mexico. With HQs in Somerset, NJ and Mclean, VA, 22nd Century has 14 offices throughout the United States. As part of our unrelenting focus on quality and compliance, 22nd Century Technologies’ delivery is based on Certified Matured Processes including CMMI L3 Dev & SVC, ISO 20000, ISO 27001, and ISO 9001 quality processes. With a strong focus on the public sector, 22nd Century currently holds government contracts with 14 out of 15 Federal Executive agencies including DoD, 37 other Federal agencies, 50 States, 115+ Local agencies, and 37 School Districts. In the last three years, we have expanded our services to Fortune 500 and other commercial clients and currently support 80+ commercial clients.
Recognized among “Best Company to Work For” by Forbes, 22nd Century Technologies, Inc., consistently exceeds our clients’ expectations by focusing on their absolute satisfaction with jobs while keeping our employees motivated.
“22nd Century Technologies is an Equal Opportunity Employer” and “US Citizens & all other parties authorized to work in the US are encouraged to apply.”
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

 

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