What are the responsibilities and job description for the Administrative Specialist II position at City of Virginia Beach?
The City of Virginia Beach Cultural Affairs Department is seeking a highly organized, arts-focused project coordinator to serve as the Public Art Administrative Coordinator supporting the City's expanding public art program. This position is ideal for someone with experience in arts administration, exhibitions coordination, gallery or museum operations, or public-facing cultural projects-especially in a municipal government, nonprofit, or academic setting.
Please note: While this role involves administrative coordination, it is not a clerical or Administrative Assistant position. It is a professional-level project coordination role focused on logistics, compliance, and communication in support of public art projects and exhibitions. Candidates should have experience working in gallery, museum, academic, or cultural project settings, with demonstrated skills in tracking timelines, contracts, and budgets.
This role works under the direction of the Public Art Manager and Deputy Director, and provides critical behind-the-scenes support to ensure that public art projects, installations, and gallery exhibitions run smoothly, on time, and in compliance with city processes.
Key Responsibilities
Project & Contract Coordination
• Support the planning and execution of public art installations, including coordinating with artists, vendors, and contractors.
• Track project timelines, deliverables, and budgets; assist with procurement and contract processing in accordance with City policies and procedures.
• Coordinate logistics with fabricators, city departments, and external partners.
Gallery Management & Collections
• Support exhibition rotations for the Sandler Center Art Gallery, including application review, scheduling, installation, and receptions.
• Conduct condition assessments of the city's permanent public art collection and maintain maintenance records.
Administrative & Committee Support
• Prepare materials and documentation for Public Art Committee meetings; assist with scheduling and follow-up.
• Maintain organized records, project files, and calendars for multiple concurrent projects.
Budget & Reporting
• Assist with invoice processing, budget tracking, and financial documentation in collaboration with the Public Art Manager.
• Contribute to departmental updates, reports, and documentation for internal use.
Outreach & Communications
• Help write and distribute Calls for Artists and Requests for Proposals (RFPs).
• Contribute content for the City's public art website, blog, and social media (in collaboration with marketing staff).
• Assist with occasional outreach events, community info sessions, and artist briefings.
Research & Best Practices
• Research materials, fabricators, public art best practices, and peer city programs to support project planning and innovation.
This is a full-time, non-exempt position that may require limited nights and weekends. This position is ideal for someone who thrives behind the scenes, ensuring that public-facing cultural projects run smoothly, meet deadlines, and reflect civic integrity.