Administrative Assistant, Conservation

Virginia Information Technologies Agency•Richmond, VA

3d•Onsite

About The Position

The Virginia Museum of Fine Arts (VMFA) is seeking an organized and detail-oriented Administrative Assistant to join its Conservation Department. This full-time position will provide support for the Susan and David Goode Center for Advanced Study in Art Conservation under the direction of the Chief Conservator. The role involves a variety of administrative, facility management, and logistical tasks to ensure the smooth operation of the conservation center.

Requirements

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 organizational practices in a project-based environment.

Nice To Haves

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 on OSHA standards.
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.

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.