Administrative Specialist II

Requisition ID:

47868

Work Location:

Cultural Affairs - Francis Land House

Pay Range:

G.23, $51,708.80 - $80,142.40

Starting Salary:

Minimum of the Pay Range

Work Schedule:

8:00am-5pm, M-F

Part Time Hours/Wk:

Job Open Date:

Application Deadline:

Job Duties:

The City of Virginia Beach is seeking a highly organized, detail-oriented professional to coordinate the day-to-day operations of the Virginia Beach History Museums (VBHM). This role is responsible for ensuring that historic sites are well-maintained, safe, and fully functional, serving as the primary point of contact for Public Works Department, contractors, and consultants on restoration, maintenance, and facility needs.

In addition to facilities oversight, this position provides essential administrative support to the Virginia Beach Historic Houses Foundation, including financial tracking, meeting coordination, and grant support. The Operations Specialist serves as the Foundation's lead staff liaison and helps maintain relationships with stakeholder groups such as the Friends of Virginia Beach Historic Houses and other nonprofit partners operating at City-owned historic sites.

While primarily housed in the History Museums Division of the Cultural Affairs Department, this position may support additional department initiatives as needed.

Key Responsibilities

Operations & Facilities Management
• Serve as the primary liaison with Public Works, contractors, and consultants to coordinate maintenance, restoration, and capital improvement efforts at historic museum sites.
• Identify and track facility, landscaping, and repair needs; submit and follow up on work requests and project timelines.
• Ensure all sites remain safe, operational, and compliant with city standards.
• Act as the after-hours contact for the department's security vendor(s).
• Develop and regularly update standard operating procedures for building operations and site safety.

Staffing & Internal Coordination
• Oversee the scheduling of part-time and contract staff across multiple museum sites.
• Maintain the VBHM master calendar and staffing schedules in coordination with programming and leadership staff.
• Serve as the central point of contact for daily site operations and logistical support.

Foundation & Stakeholder Support
• Provide administrative support to the Virginia Beach Historic Houses Foundation, including scheduling board meetings, preparing agendas and minutes, reconciling bank statements, tracking financial data in QuickBooks, and assisting with annual audits and licensing compliance.
• Coordinate Foundation communications and board materials in collaboration with museum leadership.
• Assist with drafting or supporting grant applications, sponsorship outreach, and grant reporting.
• Maintain strong, collaborative relationships with stakeholder groups including the Friends of Virginia Beach Historic Houses and other community partners.

General Department Support
• Represent VBHM and the Cultural Affairs Department professionally in community and partner communications.
• Support customer service and internal coordination to ensure smooth day-to-day operations.
• Participate in department-wide meetings, initiatives, or cross-divisional collaborations as assigned.

Qualifications
• Experience coordinating facilities, site maintenance, or vendor relationships in a historic, cultural, or public setting.
• Strong administrative and organizational skills, including experience with scheduling, calendar management, and documentation.
• Familiarity with nonprofit operations, board support, and financial tools such as QuickBooks.
• Experience working with contractors, consultants, or municipal departments (e.g., Public Works, Parks & Rec).
• Excellent written and verbal communication skills.
• Demonstrated ability to balance multiple responsibilities and deadlines across multiple sites.
• Grant-writing or sponsorship experience a plus.
• Knowledge of museum operations, historic site preservation, or cultural heritage management preferred.
• Valid driver's license and reliable transportation required.

The City offers a generous benefits package such as health, dental and life insurance, retirement, and savings plans. Other key benefits include:

• Maternity/paternity and parental leave (after 1 year of service)
• Leave donation program
• Tuition Reimbursement
• Employee Assistance Program
• Professional Development

Official City Job Description:

https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Administrative-Specialist-II-01815.pdf

Working Conditions:

https://workingcondition-summary-prod.s3.amazonaws.com/B.006583.6.pdf

Minimum Requirements:

MINIMUMS: Requires any combination of education (above the high school level) and/or experience equivalent to six (6) years in fields utilizing the required knowledge, skills, and abilities, such as business or public administration. SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Additional Requirements:

DMV Transcript: Required
CDL: Not Required
DOT History: Not Required
CPS Check: Not Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required

Attachments Required: Responses to supplemental questions, cover letter and resume.

Preferences:

SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Preferences:
• Demonstrated understanding of architecture, historical structures or properties.
• Facilities management experience.
• Ability to manage competing deadlines and priorities while working efficiently, both autonomously and with a team.
• Exhibit a high attention to detail, while maintaining a proactive, collaborative and enthusiastic work style.
• Operations experience with an arts organization, museum or historic site, either government or nonprofit.
• Nonprofit management experience, including working with boards and/or funders
• Success in working in partnership with a cadre of staff and volunteers of diverse personalities, education levels, talents and interests.
• Exceptional communication skills, including verbal and written.
• Demonstrated ability to set clear expectations and have regular follow ups to ensure compliance.
• Skill in anticipating needs, defining problems, collecting data, discerning facts and drawing valid conclusions in service to the organization's mission.

Special Instructions:

Include cover letter and resume. Complete all supplemental questions. First review of applications: December 15, 2025.

• Please complete the application in its entirety and include your resume if required by the posting.
• Your responses to any "Supplemental Questions", if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
• You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser's printing capability.

VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.

Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.

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