Performing Arts Coordinator

DHRM•Richmond, VA

2d•Onsite

About The Position

The Virginia Museum of Fine Arts (VMFA) seeks a Performing Arts Coordinator to manage the operations, budgets, contracts, and logistics behind VMFA's performing arts programming. This is primarily an administrative and program management role where you'll be the person making sure talent contracts are signed, budgets and purchasing comply with the Commonwealth of Virginia's procurement standards, and events run smoothly from setup to breakdown. The Performing Arts Coordinator plays a pivotal role in developing, implementing, and managing VMFA's performing arts program, including recurring programs such as First Friday, Dance After Work, and Dominion Energy Jazz Café. This role is unique and requires a highly motivated and detail-oriented individual with excellent communication, administrative, and interpersonal skills.

Requirements

Experience planning, organizing, and coordinating multiple events, projects, or programs with competing deadlines.
Experience managing budgets, contracts, tracking expenses, and working within purchasing or procurement systems.
Strong understanding of current trends in performing arts programming and Metro Richmond audience interests.
Strong written and verbal communication skills.
Ability to work independently, make decisions, and manage logistics in a fast-paced, frequently changing environment.
Proficiency with Microsoft Office Suite.
Ability to consistently work weekly evenings and occasional weekends; specifically, Dominion Energy Jazz Café every Wednesday evening, plus two After 5 Friday events per month (First and Third Fridays). Additional evening and weekend events as designated.

Nice To Haves

Experience coordinating logistics for live performances or events (scheduling, time management, and working directly with performers).
Prior experience in a museum, cultural organization, or event venue setting.
Experience managing licensing organizations.
Working knowledge of Asana or project management tools.

Responsibilities

Plan and implement an annual roster of performing arts events, with a focus on First Friday music and Dance After Work evening events that align with VMFA's mission, collection, and special exhibitions.
Coordinate the logistics, planning, set-up, and breakdown for these events.
Serve as primary contact with the Richmond Jazz Society and onsite liaison for weekly Dominion Energy Jazz Café events.
Provide production assistance for Education Programs events, including three annual Family Days, an annual Family Powwow, and the annual Teen Stylin' Runway Show.
Request and supervise staff or volunteer assistance for programs and events.
Serve as onsite point of contact between contracted performers and VMFA A/V, special events, and facilities teams.
Serve as primary liaison with performing arts organizations and performers within the community; maintain and develop community partnerships.
Prepare, manage, and track an assigned program budget, including monthly expense tracking and annual budget planning.
Manage contracts, billing, and reporting for music licensing organizations (ASCAP, BMI, SESAC).
Process contracts and purchasing through the eVA state purchasing system, ensuring compliance with State and VMFA purchasing policies.
Communicate available A/V and space; negotiate technical requirements and logistics with performers.
Record, submit, and maintain program statistics and reports, including grant funding.
Use evaluation tools to assess program success.
Respond to web, phone, email, and community inquiries; develop and maintain relationships with community partners, sponsors, and event participants.
Coordinate and provide content for printed, digital, and media materials in partnership with VMFA's Marketing & PR team within required deadlines.
Work cross-departmentally with Education, Audience Development, Membership, and Special Events to keep programming aligned with VMFA's mission and strategic plan.
Maintain awareness of Education Department activities and outreach.
Assist with Education outreach and program needs.
Flex into museum-wide event support.