Program Support Specialist VBP

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time 74 Virginia Beach, VA, Virginia Beach, VA, US

* This position is contingent upon contract award*

Work Location:Virginia Beach, VA (Onsite or Hybrid depending on department policy).

Job Summary: The City of Virginia Beach is seeking a detail‑oriented and highly organized Program Support Specialist to provide administrative, analytical, and coordination support for city programs, projects, and initiatives. This role supports program managers, project teams, and department leadership by ensuring smooth operations, accurate documentation, effective communication, and timely execution of program activities.

The ideal candidate excels at multitasking, thrives in a collaborative environment, and is committed to supporting public‑service outcomes through strong program coordination and administrative excellence.

Responsibilities:

Program Coordination & Administrative Support

• Provide day‑to‑day administrative and operational support for program managers and project teams.
• Coordinate meetings, prepare agendas, document minutes, and track action items.
• Maintain program calendars, schedules, and communication channels.
• Assist with procurement activities, vendor coordination, and contract documentation.

Documentation & Reporting

• Prepare program reports, presentations, dashboards, and status updates for leadership and stakeholders.
• Maintain accurate and organized program documentation, including project plans, logs, and records.
• Support data collection, analysis, and reporting to measure program performance and outcomes.

Project & Task Tracking

• Monitor project timelines, deliverables, and milestones to ensure alignment with program goals.
• Track risks, issues, and dependencies, escalating concerns to program managers as needed.
• Assist with resource coordination, budget tracking, and administrative compliance.

Stakeholder Communication & Support

• Serve as a central point of contact for program inquiries, updates, and coordination needs.
• Facilitate communication between city departments, vendors, and community stakeholders.
• Support outreach efforts, training sessions, and public‑facing program activities.

Process Improvement & Operational Support

• Identify opportunities to streamline workflows, improve documentation, and enhance program efficiency.
• Support the development of standard operating procedures, templates, and process guides.
• Assist with change‑management activities related to new systems, processes, or program initiatives.

Requirements:

• Must be a US citizen.
• Bachelor’s degree in Public Administration, Business Administration, Project Management, or related field OR 4 or more years of relevant experience in lieu of a degree.
• 2–4+ years of experience in program support, project coordination, administrative support, or related roles.
• Strong organizational, communication, and multitasking skills.
• Proficiency with Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and collaboration platforms.
• Ability to work effectively with diverse stakeholders in a fast‑paced environment.
• Strong attention to detail and commitment to accuracy.
• Successful background and drug screening check.

Preferred Requirements:

• Experience working in local government or public‑sector environments.
• Familiarity with project management methodologies (Agile, Waterfall, hybrid).
• Experience with project management tools (MS Project, SharePoint, Teams, or similar).
• Certifications such as CAPM, PMP, or Project+ are a plus.
• Experience supporting technology, operational, or community‑focused programs.

Core Competencies

• Organization & Time Management
• Analytical Thinking
• Customer…