Administrative Specialist II

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