Administrative Proceedings CoordinatorJob no: Work type: Full-Time (Salaried)
Location: Henrico, Virginia
Categories: Law / Judiciary
Title: Administrative Proceedings Coordinator
State Role Title: Paralegals and Legal Assistants
Hiring Range: Hiring range for this position is $84,114 - $96,731, commensurate with education and experience
Pay Band: UG
Agency: VA Cannabis Control Authority
Location: VA Cannabis Control Authority
Agency Website: cca.virginia.gov
Recruitment Type: General Public - G
Job DutiesRegulatory & 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, and Facilitation - Conduct hearings and informal fact-finding conferences, including continuances.
- Oversee scheduling of hearings and continuances.
- Coordinate interpreters, court reporters, and official recordings.
- Facilitate virtual and in-person hearings, ensuring procedural integrity.
Stakeholder Communication - Serve as primary contact for licensees, attorneys, and hearing officers.
- Provide plain-language guidance on hearing processes and disciplinary action.
- Respond to inquiries promptly and professionally.
Technology Proficiency - Utilize case management systems.
- Operate virtual hearing platforms and e-signature tools.
- Support implementation and testing of new case management or evidence tracking systems.
- Proficiency using personal computers is required, including a solid working knowledge of Microsoft Word, Excel, and databases.
Data Analysis & Reporting - Produce monthly KPI reports (e.g., case cycle time, compliance completion).
- Develop dashboards and trend analysis for leadership.
- Recommend process improvements based on data insights.
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.
Continuous Improvement - Develop and update SOPs for hearings and enforcement workflows.
- Train new staff on administrative hearing processes and compliance requirements.
- Participate in cross-functional workgroups to streamline enforcement processes.
Other duties as assigned - Follow workplace safety regulations and adhere to applicable standards, processes, and programs established for your position.
- Report unsafe work conditions to your supervisor.
- Immediately report work-related incidents to your supervisor and participate in accident investigation requests.
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
Recommended Education - Bachelor's degree in Public Administration, Legal Studies, Criminal Justice, Business, or related field; or equivalent combination of education and experience.
Recommended Experience- Minimum 3 years conducting administrative hearings; experience drafting official notices and case decisions.
Additional Considerations- MPA, Paralegal Certificate, or JD.
- 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 InstructionsYou 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 InformationName: VCCA Recruitment Team
Phone: 804-653-9735
Email: recruitment@cca.virginia.gov
