Administrative Assistant, Conservation

Virginia Museum of Fine Arts; Richmond (VA); On-site; USD 44,000 - 54,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Flexible work schedules

Job summary

The Virginia Museum of Fine Arts in Richmond, VA, seeks an organized Administrative Assistant for the Conservation Department. This full-time role supports the Goode Center by handling procurement, payments, scheduling, and onboarding tasks under the Chief Conservator.

Responsibilities include coordinating travel, maintaining records, and ensuring compliance with safety and procurement procedures, with a focus on accuracy and timely communications with staff and external partners.

Qualifications

• Knowledge of clerical procedures, standard office practices, and filing systems.
• Proficiency with Microsoft 365 and Adobe Acrobat, or similar business software
• Strong written, verbal and interpersonal communication skills.
• Highly organized with strong attention to detail, and meticulous (digital) file management skills.
• Excellent time management and ability to multitask and prioritize work
• Takes initiative and ownership of work, seeks answers independently, requiring limited supervision
• Proactive with collaborative mindset and a high degree of tact, diplomacy, and professionalism.
• Responds quickly to last-minute changes and communicates effectively with all stakeholders.
• Ability to work safely around sensitive artworks and lab equipment
• Ability to learn Virginia’s Procurement Procedures and proficiency with eVA - Virginia’s eProcurement Portal.
• Ability to learn Virginia State Travel Regulations and VMFA Travel and Reimbursement Policy.
• Ability to anticipate business needs and maintain efficient and streamlined workflow practices.
• Ability to work a flexible schedule on occasion to include day, evening, and weekend hours.
• Working knowledge of administrative and operational practice in a project-based environment.

Responsibilities

• Timely procurement of goods, services and contracts, including processing any surplus, returns, or exchanges.
• Tracking, processing, and reporting payments and status updates to all necessary parties.
• General administrative tasks to assist the Chief Conservator and Heads including scheduling meetings, note taking and distribution, coordinating tours and other events, formatting documents and presentations, maintaining administrative records, and assisting with recruitment and onboarding of staff and interns.
• Facility management including inventorying supplies, maintaining file of Safety Data Sheets, coordinating routine maintenance of the Center’s facility and equipment, and routine duties to maintain compliance with health and safety regulations.
• Coordinating travel logistics and reimbursements for Conservation staff, within a timely manner, including any cancellations or rescheduling needs.

Skills

Communication skills

Time management

Organizational skills

Attention to detail

Multitasking

Proactiveness

Collaboration

Tools

Microsoft 365

Adobe Acrobat

eVA procurement

Job description

Title: Administrative Assistant, Conservation

State Role Title: Admin and Office Spec III

Hiring Range: $49,000

Pay Band: 3

Agency: Virginia Museum of Fine Arts

Location: MAIN MUSEUM

Agency Website: https://www.vmfa.museum/

Recruitment Type: General Public - G

About Virginia Museum of Fine Arts:

The Virginia Museum of Fine Arts in Richmond is one of the largest comprehensive art museums in the United States. VMFA’s growing encyclopedic collection houses more than 50,000 works of art spanning 6,000 years of world history.

Our holdings include the largest public collection of Fabergé outside of Russia, the finest collection of Art Nouveau outside of Paris and one of the nation’s finest collections of American art. VMFA is also home to important collections of Chinese art, English silver, French Impressionism, Postimpressionism, British sporting art, and modern and contemporary art, as well as renowned South Asian, Himalayan, and African art.

Recently named the 11th-best art museum in the United States by The Washington Post, VMFA is the only US art museum open 365 days a year with free general admission.

VMFA is a state-supported, privately endowed educational institution created for the benefit of the citizens of the Commonwealth of Virginia. Its purpose is to collect, preserve, exhibit, and interpret art, to encourage the study of the arts, and thus to enrich the lives of all.

About the Conservation Department:

The Goode Center is a vibrant research, treatment, and training center dedicated to advancing the field of conservation, art history, and science through joint study with conservators, curators, scholars, and scientists. Opened in 2010, the Goode Center is one of the largest conservation facilities in the southeast and is outfitted with advanced analytical and examination capabilities including hyperspectral, infrared, and multiband imaging, scanning and portable x-ray fluorescence, FT-IR, microfade testing, polarized light microscopy, and computed x-radiography.

General Information:

We are currently seeking applications for an organized and detail-oriented individual to join our Conservation Department as an Administrative Assistant.

The primary objective of this full-time position is to provide support for the Susan and David Goode Center for Advanced Study in Art Conservation under the direction of the Chief Conservator, primarily by performing the following duties:

• Timely procurement of goods, services and contracts, including processing any surplus, returns, or exchanges.
• Tracking, processing, and reporting payments and status updates to all necessary parties.
• General administrative tasks to assist the Chief Conservator and Heads including scheduling meetings, note taking and distribution, coordinating tours and other events, formatting documents and presentations, maintaining administrative records, and assisting with recruitment and onboarding of staff and interns.
• Facility management including inventorying supplies, maintaining file of Safety Data Sheets, coordinating routine maintenance of the Center’s facility and equipment, and routine duties to maintain compliance with health and safety regulations.
• Coordinating travel logistics and reimbursements for Conservation staff, within a timely manner, including any cancellations or rescheduling needs.

Minimum Qualifications

• Knowledge of clerical procedures, standard office practices, and filing systems.
• Proficiency with Microsoft 365 and Adobe Acrobat, or similar business software
• Strong written, verbal and interpersonal communication skills.
• Highly organized with strong attention to detail, and meticulous (digital) file management skills.
• Excellent time management and ability to multitask and prioritize work
• Takes initiative and ownership of work, seeks answers independently, requiring limited supervision
• Proactive with collaborative mindset and a high degree of tact, diplomacy, and professionalism.
• Responds quickly to last-minute changes and communicates effective with all stakeholders.
• Ability to work safely around sensitive artworks and lab equipment
• Ability to learn Virginia’s Procurement Procedures and proficiency with eVA - Virginia’s eProcurement Portal.
• Ability to learn Virginia State Travel Regulations and VMFA Travel and Reimbursement Policy.
• Ability to anticipate business needs and maintain efficient and streamlined workflow practices.
• Ability to work a flexible schedule on occasion to include day, evening, and weekend hours.
• Working knowledge of administrative and operational practice in a project-based environment.

Additional Considerations

• Professional experience as a manager or coordinator of an art studio or scientific laboratory or as an administrative assistant, preferably at a government agency, museum, university, or cultural institution.
• Background in studio art or laboratory science preferred.
• Experience in procurement of goods and services, preferably via eVA.
• Experience in budget tracking and reconciliation preferred.
• Knowledge of or strong interest in museum practices in Collections or Conservation
• Knowledge of safe methods for working around chemicals and hazardous materials based onOSHAstandards.
• Knowledge of Virginia’s Procurement Procedures and proficiency with eVA - Virginia’s eProcurement Portal.
• Knowledge of Virginia State Travel Regulations and VMFA Travel and Reimbursement Policy.

Benefits

The Commonwealth of Virginia offers a comprehensive total compensation package that includes health benefits, paid leave, and flexible work schedules. The following benefits are available to classified employees:

• Vacation and Other Leave
• 12 Paid Holidays
• Health Benefits
• Sickness and Disability Program
• Deferred Compensation with Cash Match
• Group, Optional Life, and Long-term Care Insurance
• Employee Assistance Program
• Wellness Program
• Retirement Plans
• State Employee Resources

Additional information relating to the benefits available to eligible state employees can be found online at: https://www.dhrm.virginia.gov/employeebenefits

Please provide three professional references, including their full name, phone number, and email address. References should be able to speak to your qualifications for the position and may be included in your resume or cover letter or attached separately in the portal’s "other" field.

VMFA is a 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: HR Services

Phone: For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account. We do not provide application status updates via phone.

Email: [e-mail] for recruitment related questions.

Emailed applications, resumes, or cover letters will not be accepted. For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account.

Conditions of Employment

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. Virginia Museum of Fine Arts uses the E-Verify system to confirm identity and work authorization.

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.