Conservation Administrative Specialist

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

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.