Wac Administrative Coordinator

The Workforce Arizona Council (WAC) Administrative Coordinator provides comprehensive administrative operational and coordination support to the Workforce Arizona Council the Executive Committee and workforce staff leadership. This position is responsible for coordinating council meetings maintaining official board records and membership requirements assisting with policy and board governance activities ensuring compliance with federal and state workforce development requirements including but not limited to Arizonas open meeting law federal sunshine provision and ADA accessibility compliance. The WAC Administrative Coordinator serves as a key liaison and manages communication with the Governors Office appointed Workforce Arizona Council members state agencies local workforce development boards workforce system partners and external stakeholders. This position serves a critical role in ensuring the effective administration governance transparency and operational success of the Workforce Arizona Council and Arizonas workforce development system.

This position may be available for remote work within Arizona (2 # days per week in the office/hoteling).

The State of Arizona strives for a work culture that affords employees flexibility autonomy and trust. Across our many agencies boards and commissions many State employees participate in the States Remote Work Program and are able to work remotely in their homes in offices and in hoteling spaces. All work including remote work should be performed within Arizona unless an exception is properly authorized in advance.

Administrative & Executive Support: Administrative support to the WAC staff leadership & Council. Coordinate calendars appointments travel arrangements & meeting schedules. Prepare correspondence reports presentations agendas & briefing materials. Maintain office systems procedures & administrative records. Monitor action items & ensure timely follow-up on project deadlines. Process & track reimbursement requests & workforce expenditures. Coordinate logistics for meetings training conferences & workforce events.
Council Committee and Workgroup Support: Coordinate WAC executive committee and workgroup meetings. Develop and distribute meeting notices agendas and supporting materials. Record prepare and maintain official meeting minutes. Ensure compliance with Arizona Open Meeting Law and ADA digital accessibility requirements. Track board and committee appointments terms vacancies and attendance. Support onboarding and orientation activities for council members. Monitor implementation of council recommendations and actions.
Records Management and Compliance Support: Maintain official council website and digital records policies regulations and governance documents. Ensure records retention practices comply with state and federal requirements. Organize electronic and physical filing systems. Assist with monitoring compliance related to the Workforce Innovation and Opportunity Act (WIOA). Support audits monitoring reviews and compliance reporting activities. Maintain confidentiality of sensitive and protected information.
Communications and Stakeholder Engagement: Serve as a point of contact for council members local workforce boards workforce partners and the public. Draft and distribute communications announcements and stakeholder notifications. Assist with external media updates newsletters and outreach materials.. Coordinate public comment processes and stakeholder engagement activities. Respond to inquiries and route requests appropriately
Fiscal and Budget Support: Assist OEO fiscal team with tracking budgets contracts and WIOA expenditures. Maintain documentation supporting procurement and contracting activities related to workforce functions. Monitor contract deliverables and assist OEO fiscal team with reporting deadlines. Coordinate the submission of required state and federal reports and periodic council membership nominations and governor selections.
Research Reporting and Special Projects: Conduct research related to workforce development programs policies and best practices. Compile data and prepare reports presentations and briefing materials. Assist with strategic planning initiatives and council function projects. Support digital maintenance of workforce system performance reports and dashboards. Perform special projects as assigned

Knowledge of:

Workforce Innovation and Opportunity Act (WIOA) workforce development programs and systems board governance principles public meeting and ADA accessibility requirements;
Administrative and office management practices records management and document retention requirements and federal and state grant administration principles;
Business correspondence and report preparation techniques state procurement and contracting processes Arizona Open Meeting Law requirements and effective customer service and stakeholder engagement practices necessary to support council operations policy implementation and workforce system coordination.

Skills in:

Demonstrating strong organizational time management and administrative support skills with the ability to coordinate meetings prepare meeting minutes and manage multiple priorities and deadlines;
Advanced written and verbal communication skills including the ability to prepare reports correspondence presentations and other professional documents;
Research data collection records management document control project coordination and administrative operations;
Microsoft Office applications including Word Excel and PowerPoint and the equivalent applications in Google suite Canva and Adobe design suite;
Virtual meeting platforms and collaboration tools;
Critical thinking problem-solving and sound judgement to support council operations and workforce system initiatives.


Ability to:

Maintain confidentiality and exercise discretion when handling sensitive information;
Work independently with minimal supervision while effectively coordinating multiple projects and assignments simultaneously;
Establish and maintain productive working relationships with council members executive leadership WAC staff leadership workforce system partners and other stakeholders;
Interpret and apply policies procedures regulations and administrative requirements;
Communicate effectively with diverse audiences adapt to changing priorities and organizational needs and consistently produce accurate high-quality work with strong attention to detail;
Facilitate communication and collaboration among workforce system partners and support the successful implementation of council priorities and initiatives.

Certified Administrative Professional (CAP); Certified Public Manager (CPM); Project Management Professional (PMP); Records Management Certification; Grant Management Certification.

Bachelors degree in: Public Administration; Business Administration Public Policy Communications Organized Management or closely related field; and
Three (3) years of progressively responsible administrative executive support program coordination board support or governmental operations experience (An equivalent combination of education and experience may substitute for the minimum qualifications).

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business then the following requirements apply:Drivers License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance

By providing the option of a full-time or part-time remote work schedule employees enjoy improved work/life balance report higher job satisfaction and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page

Positions in this classification participate in the Arizona State Retirement System (ASRS)
Please note enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Rose Ibe at