Program Administration Specialist

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

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).

The 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; the candidate is 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.

• Manage procurement activities, onboarding and offboarding processes, maintain division organizational resources.
• Provide operational support for conferences, IT coordination, and contractor renewals.
• Ensure smooth administrative operations across multiple teams within DIIS.

• 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.

• 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.

• 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.

• 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.

• Manage RAPs, hiring paperwork, and vendor quotes per  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.

• Follow  - 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.

• Follow  - 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.

• 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.