Job Description

Title: Performing Arts Coordinator
State Role Title: VMFA Associate
Hiring Range: $50,000 - $53,000
Pay Band: UG
Agency: Virginia Museum of Fine Arts
Agency Website: vmfa.museum
Recruitment Type: G – General Public
Department: Education Programming

This position is offered as a faculty appointment, exempt from the Virginia Personnel Act.

The Virginia Museum of Fine Arts (VMFA) seeks a Performing Arts Coordinator to manage the operations, budgets, contracts, and logistics behind VMFA's performing arts programming. This is primarily an administrative and program management role where you'll be the person making sure talent contracts are signed, budgets and purchasing comply with the Commonwealth of Virginia's procurement standards, and events run smoothly from setup to breakdown.

About Virginia Museum of Fine Arts:
The Virginia Museum of Fine Arts in Richmond is one of the largest comprehensive art museums in the United States. VMFA's growing encyclopedic collection houses more than 50,000 works of art spanning 6,000 years of world history.

Our holdings include the largest public collection of Fabergé outside of Russia, the finest collection of Art Nouveau outside of Paris, and one of the nation's finest collections of American art. VMFA is also home to important collections of Chinese art, English silver, French Impressionism, Postimpressionism, British sporting art, and modern and contemporary art, as well as renowned South Asian, Himalayan, and African art.

Recently named the 11th-best art museum in the United States by The Washington Post, VMFA is the only US art museum open 365 days a year with free general admission.

VMFA is a state-supported, privately endowed educational institution created for the benefit of the citizens of the Commonwealth of Virginia. Its purpose is to collect, preserve, exhibit, and interpret art, to encourage the study of the arts, and thus to enrich the lives of all.

About the Role:
The Performing Arts Coordinator plays a pivotal role in developing, implementing, and managing VMFA's performing arts program, including recurring programs such as First Friday, Dance After Work, and Dominion Energy Jazz Café.

This role is unique and requires a highly motivated and detail-oriented individual with excellent communication, administrative, and interpersonal skills.

Program Planning and Operations Management

• Plan and implement an annual roster of performing arts events, with a focus on First Friday music and Dance After Work evening events that align with VMFA's mission, collection, and special exhibitions. Coordinate the logistics, planning, set-up, and breakdown for these events.

• Serve as primary contact with the Richmond Jazz Society and onsite liaison for weekly Dominion Energy Jazz Café events.

• Provide production assistance for Education Programs events, including three annual Family Days, an annual Family Powwow, and the annual Teen Stylin' Runway Show.

• Request and supervise staff or volunteer assistance for programs and events.

• Serve as onsite point of contact between contracted performers and VMFA A/V, special events, and facilities teams.

• Serve as primary liaison with performing arts organizations and performers within the community; maintain and develop community partnerships.

Budget, Contracts & Compliance

• Prepare, manage, and track an assigned program budget, including monthly expense tracking and annual budget planning.

• Manage contracts, billing, and reporting for music licensing organizations (ASCAP, BMI, SESAC).

• Process contracts and purchasing through the eVA state purchasing system, ensuring compliance with State and VMFA purchasing policies.
• Communicate available A/V and space; negotiate technical requirements and logistics with performers.

Administration & Reporting

• Record, submit, and maintain program statistics and reports, including grant funding.

• Use evaluation tools to assess program success.
• Respond to web, phone, email, and community inquiries; develop and maintain relationships with community partners, sponsors, and event participants.

Marketing & Collaboration

• Coordinate and provide content for printed, digital, and media materials in partnership with VMFA's Marketing & PR team within required deadlines.

• Work cross-departmentally with Education, Audience Development, Membership, and Special Events to keep programming aligned with VMFA's mission and strategic plan.

Support Education Department & Museum-Wide Needs

• Maintain awareness of Education Department activities and outreach.

• Assist with Education outreach and program needs.

• Flex into museum-wide event support.

Minimum Qualifications:

• Experience planning, organizing, and coordinating multiple events, projects, or programs with competing deadlines.

• Experience managing budgets, contracts, tracking expenses, and working within purchasing or procurement systems.

• Strong understanding of current trends in performing arts programming and Metro Richmond audience interests.

• Strong written and verbal communication skills.

• Ability to work independently, make decisions, and manage logistics in a fast-paced, frequently changing environment.

• Proficiency with Microsoft Office Suite.

• Ability to consistently work weekly evenings and occasional weekends; specifically, Dominion Energy Jazz Café every Wednesday evening, plus two After 5 Friday events per month (First and Third Fridays). Additional evening and weekend events as designated.

Additional Considerations:

• Experience coordinating logistics for live performances or events (scheduling, time management, and working directly with performers).

• Prior experience in a museum, cultural organization, or event venue setting.

• Experience managing licensing organizations.

• Working knowledge of Asana or project management tools.

Employee Benefits:

The Commonwealth of Virginia offers a comprehensive total compensation package that includes health benefits, paid leave, and flexible work schedules. The following benefits are available to classified employees:
• Vacation and Other Leave
• 12 Paid Holidays
• Health Benefits
• Sickness and Disability Program
• Deferred Compensation with Cash Match
• Group, Optional Life, and Long-term Care Insurance
• Employee Assistance Program
• Wellness Program
• Retirement Plans
• State Employee Resources

Additional information relating to the benefits available to eligible state employees can be found online at: https://www.dhrm.virginia.gov/employeebenefits

VMFA staff also enjoy museum benefits like free admission to special exhibitions, previews of special exhibitions, employee pricing for select museum programs and classes, and discounts at Amuse Restaurant, Best Café, and VMFA Shop.

Special Instructions:

You will be provided with 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.

All applicants must submit an online application. This position will close at 11:55 pm on the designated closing date listed at the top of this posting on Jobs.Virginia.gov.

Please provide three professional references, including their full name, phone number, and email address. References should be able to speak to your qualifications for the position and may be included in your resume or cover letter or attached separately in the portal’s "other" field.

VMFA is a Virginia Values Veterans (V3) Certified Employer. Diverse and inclusive hiring practices are at the heart of what we do at the Virginia Museum of Fine Arts.

Contact Information:

Name: HR Services

Phone: For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account. We do not provide application status updates via phone.

Email: recruitment@vmfa.museum for recruitment related questions.

Emailed applications, resumes, or cover letters will not be accepted. For the most up-to-date status of your application, please refer to your Jobs.Virginia.Gov account.

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. Virginia Museum of Fine Arts uses the E-Verify system to confirm identity and work authorization.