Administrative Coordinator

Title: Administrative Coordinator

State Role Title: ADMINISTRATIVE & OFFICE SPECIALIST III

Hiring Range: $40,000 - $45,000

Pay Band: 3

Agency: VA Museum of Natural History

Location:HEADQUARTERS

Agency Website:www.vmnh.virginia.net

Recruitment Type: General Public - G

Job Duties

Position #: 00014 Salary Range: Pay Band 3
Location: Martinsville VA Hiring range: $40,000 - $45,000

An exceptional opportunity in administration at the Virginia Museum of Natural History (VMNH) is now available. This is a full-time position with an excellent state benefits package. If you meet the qualifications for Administrative Coordinator, we invite you to apply to join our staff. The closing date for this posting is Friday, September 6, 2024.

Working directly with the Executive Director of VMNH and the museum's Leadership Team, the Administrative Coordinator will provide logistical support of key areas of operation to ensure effective administrative operation.

Job Duties:

• General office management
o Generating and submitting required state reports
o Maintaining official museum calendars, including the Executive Director's (ED) calendar
o Completes training as assigned
o Manages office phone calls and emails
• Organizing official meetings, including Board of Trustees quarterly meetings and committee meetings
o RSVP point of contact for Trustees for all meetings
o Maintaining updated board and committee lists, with updated contact information
o Posting official meeting notices as required by the Commonwealth
o Compiling and reporting minutes
o Organizing all meeting details, including location, setup, virtual connections, food and beverages, reimbursements, and troubleshooting
• Organize internal staff meetings
• Organize staff evaluations in support of the Executive Director
• Align volunteers with appropriate personnel, and assist with recruitment, engagement, and retention.
• Providing donor database support to Advancement staff, including data entry, donor outreach, and donor research
• Serve as the VMNH FOIA Officer
• Serve as a key staff point-person for the future VMNH-Waynesboro Branch Campus
o Becomes clearing house for information
o Schedules meetings in collaboration with staff
• Supports museum events, including, but not limited to participation in
o Science festivals
o Member and supporter events
o social events

Minimum Qualifications

• 2-3 years of experience in a professional office environment
• Experience with events, relationship building, and database management
• Experience with Microsoft required

Additional Considerations

• Bachelor's degree preferred

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Only online applications are accepted. In addition to the online application, applicants must submit a cover letter and resume. These documents may be attached to the online application.

Closing date for applications is Friday, September 6, 2024.

The Commonwealth of Virginia online employment application is available at https://virginiajobs.peopleadmin.com/postings/.

If you have questions about the position or the application process, please contact the Human Resources Office at lynette.perkins@vmnh.virginia.gov.

The Virginia Museum of Natural History complies with E-Verify, which is an internet-based system operated by the Department of Homeland Security in partnership with the Social Security Administration that allows participating employers to electronically verify the employment eligibility of their newly hired employees.

We are an equal opportunity employer. All qualified applicants are afforded equal opportunities without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics or disability. The successful applicant must furnish proof of identity and employment eligibility and is subject to a background check.

Contact Information

Name: Lynette Perkins

Phone: 276-403-8522

Email: lynette.perkins@vmnh.virginia.gov

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.