What are the responsibilities and job description for the Special Projects Coordinator position at City of Virginia Beach?
The City of Virginia Beach seeks an organized, community‑minded Grants Coordinator with an interest in the arts to support the administration of arts and cultural grant programs within the Department of Cultural Affairs.
This position plays an essential role in helping expand access to the arts in Virginia Beach by assisting artists, neighborhood groups, community organizations, businesses, and nonprofit organizations in learning about and applying for available grants. The Grants Coordinator will also help track outcomes and gather information about the impact of grant-funded projects citywide.
A successful candidate will have fundamental knowledge of grant administration, experience preparing or supporting grant applications, strong oral and written communication skills, excellent organizational abilities, comfort with community engagement, and the ability to manage multiple tasks in a deadline-driven environment.
Essential Functions of the Job:
• Grant Program Support: Assist department leadership in implementing new and existing grant programs in alignment with City Council’s direction. Help gather information, maintain documentation, and support processes that ensure programs meet strategic and community needs.
• Grant Administration: Coordinate day-to-day operations of grant programs, including monitoring applications for completeness, supporting review panel logistics, and ensuring applicants understand requirements. Assist with data entry and tracking in the Department’s grants management software.
• Applicant Assistance: Provide helpful, timely information to artists and organizations seeking grants. Offer guidance on application requirements, project descriptions, budgets, and reporting expectations. Maintain positive, supportive relationships with grantees during their grant cycle.
• Outreach & Communication: Assist with community outreach by helping schedule, prepare materials for, and occasionally co-facilitate workshops, webinars, and information sessions. Support the development of communications and outreach materials in collaboration with marketing staff. Some nights and weekends may be required.
• Data Collection & Reporting: Support the development and maintenance of reporting tools for grantees. Gather data, track outcomes, and organize information for trend analysis and impact reporting. Assist with preparing written summaries, briefing documents, and updates for department leadership and City Council.
• Arts & Humanities Commission Support: Provide staff support to the Arts & Humanities Commission, including preparing materials, collecting final reports from grantees, and organizing data for the annual report.
• Administrative & Project Support: Assist with maintaining accurate records, digital files, public-facing information, and internal documentation. Provide support for special projects, strategic planning efforts, and interdepartmental coordination. Maintain awareness of the initiatives included in Arts Plan 2030 and the City’s Focused Action Plan.
• This position will continue to evolve as the grants program grows. The selected candidate will demonstrate professionalism, sound judgment, an aptitude for multitasking, and a commitment to clear communication. This role is part of a small, collaborative team where workplace culture is highly valued.
• This is a full-time exempt position that may require occasional evening or weekend hours.