Title: Program Management Coordinator

State Role Title: Prog Admin Specialist I

Hiring Range: $65,424-$106,314

Pay Band: NV 4

Agency: VA Dept of Transportation

Location: NOVA District Office

Agency Website: www.vdot.virginia.gov

Recruitment Type: General Public - G

Job Duties

NOVA VDOT District Maintenance is seeking a Program Management Coordinator to provide technical support to the District Performance Reporting Manager function to include, asset inventory and data collection programs (HMMS), guardrail (HITs, ADA and MASH) and customer service requests.

Responsibilities will include but may not be limited to:

Guardrail Program Management- Using the Guardrail Tracker generate new guardrail serial numbers. Create work orders as requested by field inspectors. Update ArcGIS to reflect the repair status of all damaged guardrails in NOVA. Record new guardrail hits in the Hit Log. Generate work orders based on Survey123 responses.

Highway Maintenance Management Systems Management (HMMS)- Assist with trouble shooting any problems or errors within the HMMS system. Create/Update HMMS back logged work orders. Assist with HMMS QA/QC report anomalies and working with the areas to correct them. Create/Update HMMS back logged work orders.

Contract Analysis, Budgeting, and Project Accounting-Assist Performance Reporting Manager in developing RAAP/SAAP contracts for ADA, MASH, Interstate Patching, and HITS contracts to ensure their specifications align with the latest VDOT Road and Bridge Specifications. Assists with monitoring the budget by analyzing expenditures and creating journal entries. Create journal entries for inaccurate accounting distributions.

Minimum Qualifications

• Ability to communicate effectively orally and in writing with diverse audiences, deliver presentations and conduct meetings with internal and external customers.
• Ability to ensure compliance with policies and procedures and guidelines.
• Ability to facilitate problem solving.
• Ability to follow oral and written instructions.
• Ability to interpret and communicate technical policies and procedures.
• Ability to manage electronic files.
• Ability to plan and conduct formal training programs to highlight quality improvement areas.
• Ability to work in a team environment
• Exceptional interpersonal, team building and communication skills.
• Knowledge of asset data collection practices and procedures.
• Knowledge of transportation operations principles, practices, and standards.
• Knowledge of organizational management, administrative processes and program areas.
• Knowledge of maintenance program assets.
• Knowledge of HMMS
•Knowledge of ArcGIS
• Skill in computer applications, data management and analysis, preparing reports and making presentations.

Additional Considerations

GRIT certification or ability to obtain within the first 12 months of employment
Experience providing administrative support to a program or program area.
Experience in highway design, construction, planning or programming.
Experience monitoring, analyzing and reconciling programming and financial data for transportation projects and contracts.
A combination of training, experience, or education in Financial Management, Business, or related field desired.
Experience with HMMS

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.

State applications will only be accepted as submitted online by 11:55 pm on the closing date through the PageUp System. State applications submitted via email, postal mail, fax, or in person will not be considered. Applicants are expected to fully represent qualifications and work history on the State application and/or resume. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide detailed information. Submitting an incomplete state application, or a state application lacking in detail, may impact your interview eligibility.

RMS/PageUp provides a confirmation of receipt when your application is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

In addition to a rewarding work experience, VDOT offers excellent health and life insurance, benefits, pre-tax spending accounts, state funded Short- and Long-Term Disability, paid holidays, vacation, tuition assistance, free wellness programs, and a state retirement plan with options for tax-deferred retirement savings including employer matching.

We are a “Virginia Values Veterans” (V3) official certified company and state agency that provides hiring preference to Veterans and Members of the Virginia National Guard in support of Executive Order 29, (2010). If you are a Veteran or Virginia National Guard Member, we urge you to respond accordingly on your state application. VDOT is an Equal Opportunity Employer. For more information, please visit “Information for VDOT Employees and Applicants” at: http://www.vdot.virginia.gov/policies/employees/.

We have Shared Values and a Code of Ethics: your success in our organization depends upon modeling these values, therefore please access the following link: https://www.vdot.virginia.gov/about. Click on Mission statement, shared values, and code of ethics to review them and if in agreement, we welcome you to apply.

All candidates selected for an interview may be required to perform a skills demonstration as part of the interview process.

Fingerprint-based background checks, references, work history, and DMV records will be verified prior to employment. Applicants must be eligible to work in the United States. H1B VISA Sponsorship is not available. VDOT utilizes a market-based pay program, which has been approved by DHRM. Therefore, advertised rates of pay may or may not align with the Commonwealth pay bands.

The Virginia Department of Transportation (VDOT) is an Equal Opportunity Employer by both policy and practice. For more information about our employment practices, please visit “Information for VDOT Employees and Applicants”: http://www.vdot.virginia.gov/policies/employees.

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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.dars.virginia.gov/drs/pathways/PWContact.aspx, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Contact Information

Name: Danielle Rayner

Phone: [email protected]

Email: [email protected]

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.