Title: Administrative Assistant, Exhibitions and Collections

State Role Title: Admin and Office Spec III

Hiring Range: $41,000 annually

Pay Band: 3

Agency: Virginia Museum of Fine Arts

Location: MAIN MUSEUM

Agency Website: vmfa.museum

Recruitment Type: General Public - G

Job Duties

The Virginia Museum of Fine Arts (VMFA) is seeking a skilled administrator, who excels in a fast-paced setting, to join the Art and Education Division as the Administrative Assistant, Exhibitions and Collections.

As a part of a larger team, the Administrative Assistant, Exhibitions and Collections provides central support for the Arts and Education Division, under the direction of the Executive Assistant to the Assistant Deputy Director for Exhibitions and Collections.
Specifically, the Assistant plays an essential, cross-departmental role in ensuring consistent work methodology in day-to-day operations for travel coordination, procurement and general office management needs.

Salary and Benefits:
This is a salaried, non-exempt position offering $41,000/annually and Commonwealth of Virginia employee benefits, such as 12 paid holidays, health care and more. VMFA staff also enjoy agency benefits like free admission to special exhibitions, previews of special exhibitions, employee pricing for selection museum programs and classes, and discounts at Amuse Restaurant, Best Café, and VMFA Shop.

Duties include:
- Coordinates all aspects of travel planning and logistics, including reimbursements, in compliance with Virginia and institutional travel regulations.
- Responsible for the timely procurement of goods, services and contracts, including processing any surplus, returns, exchanges, in compliance with Virginia procurement policies.
- Tracks, processes and reports payments, promptly, to all necessary parties.
- Maintains meticulous file management, including archives, on institutional SharePoint site.

Minimum Qualifications

- Prior professional administrative experience with the procurement of goods and services, preferably via eVA, or coordinating (international) travel.
- Working knowledge of clerical procedures and systems.
- Proficient with Microsoft 365 Business and Adobe Acrobat, or related software.
- Strong written, verbal and interpersonal communication skills.
- Proactive with collaborative mindset and a high degree of tact, diplomacy, and professionalism.
- Excellent time management skills and ability to multitask and prioritize work.
- Ability to work a flexible schedule on occasion to include day, evening, and weekend hours.

Additional Considerations

- Bachelor’s degree in business, relevant coursework, or equivalent experience.
- 5+ years of professional administrative experience at a government agency, museum or cultural institution.
- Professional certification as Virginia Contracting Associate Officer (VCA) or Virginia Contracting Officer (VCO).
- Experience in budget tracking and reconciliation.
- Knowledge or strong interest in museum practices in Collections, Conservation, Exhibitions or Curatorial Services.

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.

Selected candidates must pass a criminal history background check

To apply for this position, you must submit an online application via the Virginia Jobs website (https://www.jobs.virginia.gov/home) no later than 11:55 PM on 12/8/2024. 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 candidacy.
Please be sure to submit three (3) references, professional references preferred, who able to attest to your knowledge, skills, and abilities relevant to this position.
Should you need assistance or have any questions, please reach out to recruitment@vmfa.museum.
VMFA is an EEO/AA and Virginia Values Veterans (V3) Certified Employer. Diverse and inclusive hiring practices are at the heart of what we do at the Virginia Museum of Fine Arts.

Contact Information

Name: Human Resources Services

Phone: please email

Email: recruitment@vmfa.museum

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.