Events Department Assistant (Program Associate)

The John & Mable Ringling Museum of Art is located in Sarasota, Florida, and is a department of Florida State University.

Responsibilities

This position provides program support to the Events department at The Ringling, including administrative, budget tracking and purchasing needs.

• Provides program support to Events staff and Head of Department. Maintains spreadsheet of all weddings and rentals, posts information on Outlook Events Calendar, and applicable systems to track when rental payments and deposits are due. Compiles data and organizes information for reports as needed. Assists with preparing payment forms and damage deposit refund request forms following wedding events. Assist in Event Planning and set up with event coordinators and Head of Department.
• Responds to rental inquiries and books tours with Event Coordinators per assigned area of responsibility. Prepares public and private events contracts and processes them through FSU’s contract module and DocuSign. Contacts parties to obtain payment information for processing and follows up when second payment is due. Assists in booking rental furniture and equipment as needed for events. Assists with annual renewal of vendor agreements.
• Maintains budgetary and financial information for the Events department. Monitors budgets and reconciles expenses against monthly Accounting budget reports. Establishes new suppliers in payment systems, prepares expenditure requests (ER’s) and purchase orders, and process invoices for payment. Uses company credit cards to make purchases and prepares required documentation. Assist with processing orders for office supplies for the department, as needed.
• Collects and responds to event inquiry submissions. Posts information on Outlook Events Calendar. Attends weekly calendar meetings and Event team meetings.
• Performs other duties and projects as assigned that support museum operations and provides general assistance for the Events department at the museum, which may include supporting events and general assistance as needed.

Qualifications

High school and four years' experience or a combination of post high school education and experience equal to four years.
Valid Florida driver's license or the ability to obtain prior to hire.

Preferred Qualifications

• Highly organized and deadline-oriented
• Skill in Microsoft Office Suite, including Outlook and Excel
• Critical thinking and problem-solving skills
• Effective customer service experience
• Ability to communicate verbally, in writing, and over the phone

Contact Info

Contact Ringling Human Resources for more information or technical assistance, or call 941-358-2772.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about Florida State University and our campuses

Anticipated Salary Range

$36,250 or higher annually. Final offer amount will be determined based on the education, skills, and experience of the selected applicant.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our FSU Total Compensation Calculator to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

How To Apply

If qualified and interested in a specific job opening as advertised, apply through the FSU Careers site (jobs.fsu.edu). If you are a current FSU employee, apply through myFSU Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Veterans' Preference

Certain service members and veterans, and the spouses and family members of such service members and veterans, receive preference and priority, and certain service members may be eligible to receive waivers for post secondary educational requirements, in employment by the state and its political subdivisions and are encouraged to apply for the positions being filled. Veterans' Preference applies to University Support Personnel System (USPS) positions only.

IMPORTANT: To claim Veterans' Preference, select “yes” to the question on the application questionnaire and upload a DD-214 (or equivalent), the Veterans' Preference Certification form, and other documentation if applicable with your online application before midnight of the position closing date.

Click the links for Veterans’ Preference eligibility requirements and Veterans’ Preference required documentation (PDF), or call FSU Human Resources at (850) 644-6034.

Considerations

• This is a USPS (University Support Personnel System) position.
• This position requires successful completion of a criminal history background check.
• This position is based in Sarasota, FL.
• If selected for an interview, a work sample will be administered.

Working Hours

Monday - Friday from 8:00 AM to 5:00 PM with one hour for lunch.

The incumbent may be required to work a flexible schedule, including nights, weekends, holidays, and/or special events based on the needs of The Ringling.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.

Organization

Working at Florida State University

One of the nation's elite research universities, Florida State University — with the Carnegie Foundation's highest designation, Doctoral/Research University-Extensive — offers a distinctive academic environment built on its cherished values and unique heritage, welcoming campus on the oldest continuous site of higher education in Florida, championship athletics, and prime location in the heart of the state capital.

Combining traditional strength in the arts and humanities with recognized leadership in the sciences, Florida State University provides unmatched opportunities for students and faculty through challenging academics, cultural discovery and community interaction.

Underlying and supporting the educational experience at Florida State University is the development of new generations of citizen leaders, based on the concepts inscribed in our seal: Vires, Artes, Mores — Strength, Skill and Character.

Epitomized by recently named Rhodes Scholars Garrett Johnson and Myron Rolle — elite athletes and scholars committed to public service — and Joseph O'Shea — a campus and community leader as well as a top scholar — Florida State's 40,000 students are dedicated to academic excellence and providing leadership in our complex world.

Florida State University's 16 colleges offer more than 275 undergraduate, graduate, doctoral, professional and specialist degree programs, including medicine and law, covering a broad array of disciplines critical to society today. Each year the University awards over 2,000 graduate and professional degrees.

With its impressive breadth of leading graduate, professional and undergraduate programs, Florida State University is a demanding, intellectually stimulating, yet warm and caring environment for students and faculty. Recognized nationally for its commitment to diversity, Florida State University is a national leader in the number of doctorates awarded to African-American students and in the graduation rate of African-American undergraduates. Its College of Medicine and College of Law are ranked in the nation's Top 10 for Hispanic students.

Florida State University's arts programs — dance, film, music and theatre — rank among the finest in the world, offering an arts education comparable to leading conservatories. Its creative writing program is ranked among the nation's best and is home to the most consistently honored and published student body in the United States. Florida State is responsible for governance of the John and Mable Ringling Museum of Art and associated arts programs, one of the largest museum/university complexes in the nation.

Other programs consistently included in the top public university list include physics, chemistry, political science, psychology, criminology, public administration, library science, information, human sciences, business and law.

At the Ph.D. level, interdisciplinary programs draw on notable research faculty strengths that transcend the traditional disciplines, including neuroscience, molecular biophysics, computational science, materials science and research at the National High Magnetic Field Laboratory—home to the world's most powerful magnets.