BHMVA- Operations Coordinator

A little bit about us…

The Black History Museum and Cultural Center of Virginia (BHMVA) is located in the heart of Richmond, Virginia and serves patrons of all ages. Founded by Carroll Anderson in 1981, BHMVA celebrates the rich culture and moving histories of African American people in Virginia and their contributions to our magnificent country. The museum's mission is to provide, develop, and partner in the creation of educational resources, services, and opportunities to promote and advance understanding of the history and culture of Black people and African Americans in the Commonwealth of Virginia. For the last 45 years, BHMVA has achieved its mission by telling untold, and often forgotten, inspirational stories in the full context of American history so that there is a greater understanding of our history, leading to a more diverse and inclusive society.

A little bit about the job…

We are looking for an Operations Coordinator who brings structure, follow-through, and reliability to a mission-driven organization. This role sits at the center of the museum's day-to-day execution, ensuring that people, processes, and resources are aligned to support an exceptional visitor experience. You will take the priorities and plans set by leadership and drive them forward, building and maintaining the systems that keep the organization running smoothly behind the scenes. This is a hands-on, execution-focused role for someone who takes ownership of how things get done day to day, brings ideas on the best way to execute, and knows when to move forward independently versus when to bring something back to leadership. This is a part-time role, ranging from 25 up to 29 hours per week. The Operations Coordinator will be responsible for:

Operations Management

• Oversee daily museum operations, including opening and closing procedures, ensuring a seamless and welcoming experience for all visitors.
• Manage and support front desk operations, including front desk attendants.
• Build and maintain operational systems that support exhibitions, programs, and events, ensuring all workflows are documented, maintained, and consistently followed.
• Drive continuous improvement across workflows, identifying gaps and building scalable solutions.
• Maintain facility readiness for guests, including real-time problem-solving (e.g., addressing temperature or maintenance issues).
• Execute the full lifecycle of program and event logistics, including the run of show (day-of event flow), in alignment with the museum leaderships strategic plan and vision, ensuring seamless execution and accountability across all stages.
• Ensure successful execution of all programs and events through strong operational follow-through.
• Support the execution of public programs, exhibitions, and community events.
• Handle operational errands and logistics (e.g., coordinating linens and cleaning, post office runs, bank deposits).
• Serve as a key point of contact for operational challenges and on-site emergencies, resolving issues quickly and thoughtfully, including after-hours response to building security alerts.

Facilities Management

• Working in collaboration with the facilities manager, including maintenance, safety, and overall physical space setup such as room configurations and event readiness.
• Coordinate with and evaluate vendors (e.g., HVAC, plumbing, power-washing, cleaning, security), ensuring all work aligns with museum-specific requirements, flagging and recommending changes when a vendor isn't performing.
• Review vendor proposals and manage them through contract execution.
• Manage vendor relationships (e.g., security, technology services) to ensure quality service and cost effectiveness.
• Ensure compliance with local, state, and federal regulations, including safety and accessibility standards.

Administration & Day-to-Day Operations

• Execute against strategic priorities set by leadership, translating them into day-to-day action.
• Support the museum's operating budget by tracking expenses and flagging opportunities for efficiency in partnership with development and finance.
• Anticipate how one day's events or programs, or outside factors (e.g., road closures, city events), may affect the next day's operations, and proactively flag or plan around them.

We are excited about you because you…

• Have 5-7 years of experience in operations. 
• Have a strong track record of executing on and improving operational systems and processes.
• Are comfortable supporting budget tracking and making data-informed recommendations.
• Take ownership of how things get done, bringing your own ideas on execution.
• Are highly organized and able to manage multiple priorities without dropping details.
• Communicate clearly and confidently with both internal teams and external partners, including vendors and community stakeholders.
• Have experience with facilities management, vendor oversight, or event operations, and capable of evaluating vendor delivery.
• Understand compliance requirements and operational risk management.
• Are proactive and solutions-oriented, with a bias toward action and a keen eye for what's coming next.
• Bring strong judgment and know when to escalate versus solve independently.
• Are passionate about creating inclusive, welcoming environments for diverse audiences.
• Have experience supporting public programming, events, or community engagement efforts.
• Are comfortable working in a dynamic environment where priorities may shift.
• Are even-keeled but authoritative, able to bring structure to a team, and bring fresh ideas.

We are especially excited about you if you…

• Have experience working in a nonprofit organization.
• Have museum, cultural institution, or education background.
• Have experience in a large or small institutional setting (e.g., university) and understand how to navigate within it.
• Bring retail experience, particularly the kind that involves managing vendor relationships, handling day-to-day transactions, and staying organized under customer-facing pressure. 
• Have familiarity with vendor/data management systems (we use Blackbaud) and can recommend tools to streamline vendor communication.
• Have experience with HVAC, climate control, or temperature-sensitive environments (e.g., storage facilities) a plus given our collections management requirement.
• Know the local Richmond/ VA vendor landscape.

BHMVA North Star Principles

Balance — Inclusive Representation & Partnerships

Presence — In-House Programming & Community Engagement

Premiere & Exclusivity — Strategic Collaborations & Partnerships

Storytelling, Truth, and Narration — Innovative Storytelling

Programming — Community-Driven Programs

Call to Action — Active Community Involvement

Direct Impact — Engagement & Support

Operating Schedule

Wednesday–Saturday, 9:30 AM–4:30 PM on site, plus an abridged Tuesday for administrative work. Total hours range from 25 up to 29 per week. 

Hours may shift, not add on, to cover evening events (e.g., arrive later, stay through). Occasional extra days or hours may also be needed during high-volume periods like seasonal programming.

This role also requires after-hours availability for building security alerts. Most are resolved by phone, but true emergencies require on-site response and an incident report. This is occasional and as-needed, not a standing on-call schedule. You will document any additional hours to be reviewed by leadership for approval. 

This is a part-time, hourly role and does not include health, dental, or vision benefits.  

Hourly rate: $25 per hour

In addition to a dynamic team and supportive work environment, you will also receive:

• Occasional discretionary bonus opportunities
• Access to event perks (e.g., tickets to plays, the symphony, Flying Squirrels games, and other partner organization events)

Don't meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every. single. qualification. At BHMVA, we are dedicated to building a diverse, inclusive, and just workplace, so if you're excited about this role but your past experience doesn't align perfectly with 100% of the qualifications listed, we encourage you to still apply. Our hiring philosophy looks to weed people INTO our process, not weed them out. Who knows, you may be just the right candidate for a future role. Just go for it and submit your resume.

At BHMVA, we believe in transparency and fairness in compensation, which aligns with our commitment to Diversity, Equity, Inclusion, and Accessibility. We are dedicated to providing all potential candidates with information about our salary ranges for each position to ensure that everyone, regardless of background or identity, has a clear understanding of what they can expect in terms of compensation. It is important to note that these salary ranges are based on a variety of considerations, including the candidate's experience, geographic location, and market demand. We feel that taking these factors into account ensures that our compensation practices are equitable and competitive. We believe that open communication about pay not only promotes fairness but also empowers employees to make informed decisions, contributes to closing wage gaps, and fosters a culture of trust within our organization.