Program Associate, Education & Events Administrative Services
Job Title: Program Associate, Education & Events Administrative Services
Location: Sarasota, FL
Full/Part Time: Full-Time
Job ID: 46494
Department The John & Mable Ringling Museum of Art is located in Sarasota, Florida. For more about the Ringling, please see the "Other Information" section.Equal Employment Opportunity An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer.
FSU's Equal Opportunity Statement can be viewed at: http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Statement.pdfResponsibilities The Program Associate for Education & Events provides administrative and financial support to the Education and Events department at the John & Mable Ringling Museum of Art, as well as serving as the School & Community Group Liaison for the Education department.
Provides program support to Education staff. Maintains spreadsheet of honorarium speakers, prepares and obtains new vendor information, prepares and sends invoices, and tracks and pursues all associated paperwork. Maintains filing system for Head of Educational Programs and Education department purchase orders. Submits work orders to ITS, Facilities and Events, as needed.
Provides program support to Events staff. Maintains spreadsheet of all weddings and rentals, posts information on Outlook Events Calendar, and tracks when rental payments and deposits are due. Assists with preparing payment forms for all rental deposits and payments. Processes complimentary wedding membership forms and damage deposit refund request forms following wedding events. Uploads work orders to Events Public Calendar. Monitors and provides catering invoices to Events Manager for review and approval. Processes contracts through the FSU contract module and DocuSign.
Maintains budgetary and financial information for Education and Events departments. Monitors all budgets and reconciles expenses against monthly Accounting budget reports. Prepares expenditure requests and purchase orders, and processes invoices for payment. Uses FSU P-Card and SunTrust credit card to make purchases and prepares required documentation. Orders office supplies for the departments, as needed. Assigns budget coding to expenditure requests and P-Card forms (financial paperwork).
Coordinates school and community group logistics. Responds to general inquiries via phone and school tour email. Communicates with teachers and/or administrators and confirms dates, times, number of students/participants, and identifies any special needs or requests and informs appropriate Education staff member. Enters tour information into Tessitura and updates the school tour and docent calendars with details. Creates and sends confirmation and reminder emails to teachers after booking. Compiles group packets prior to visit. Maintains school/community tour docent check-in station. Assists with tracking and entering data of school/community tour activity and docent participation.
Assists Education staff with the implementation and facilitation of programs including organizing and preparation of materials and handouts, name badges, event set-up, scheduling, registration and other assignments as needed. Attends weekly calendar meetings. Assists in facilitating every day department operations and special projects. Compiles data and organizes information for reports as needed.
Performs other duties and projects as assigned.Qualifications High school diploma or equivalency and four years experience or a combination of post high school education and experience equal to four years.
Knowledge of applicable computer applications, such as Microsoft Office Suite (Excel, Outlook, Word), and basic computer functions.
Ability to communicate effectively verbally and in writing.
Knowledge of office practices, procedures, and etiquette.
Ability to establish and maintain effective working relationships.
Ability to prioritize, organize and perform multiple work assignments simultaneously.
Note: A work sample will be administered during the interview process.Preferred Previous experience with writing and transcribing meeting minutes.
Previous experience maintaining a budget.
Previous payroll experience.Other Information The Ringling is a preeminent center for the arts, history, performance, and learning that is dedicated to bringing the past and contemporary culture to life through extraordinary visitor experiences. A place of exploration, discovery and respite, The Ringling’s campus in Sarasota, Florida—which includes the Museum of Art, Circus Museum, a historic home, an 18th-century theater, and bayfront gardens—is listed on the National Register of Historic Places. As the State Art Museum of Florida and part of Florida State University, The Ringling fulfills an important educational mission. The Ringling offers formal and informal programs of study serving as a major resource for students, scholars and lifelong learners of every age across the region, country, and around the world. For more information, please visit www.ringling.orgContact Info For more information, or for technical assistance, please contact Ringling Human Resources at 941-359-5700 ext. 2605 or [email protected] Salary Range Up to $30,000 per year + Florida state benefits available (https://hr.fsu.edu/?page=benefits/benefits_home)Pay Plan This is an USPS (University Support Personnel System) position.Soft Money Funded Position This position is time-limited based on soft money funding, with renewal contingent upon available funds and the needs of the University.Schedule While the primary working hours for this position are between 8:00 am - 5:00 pm, Monday - Friday, the incumbent may be required to work evenings, weekends, special events, or holidays based on the needs of the Ringling.Criminal Background Check This position requires successful completion of a criminal history background check, to include fingerprinting. The background check will be conducted as authorized and in accordance with University Policy 4-OP-C-7-B11.How To Apply If qualified and interested in a specific job opening as advertised, apply to Florida State University at https://jobs.fsu.edu. If you are a current FSU employee, apply via 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 the service members and veterans, will receive preference and priority in employment and are encouraged to apply for the positions being filled. For information on who may be eligible for Veterans' Preference, go to http://hr.fsu.edu/?page=ers/application/application_veterans_preference, or call FSU Human Resources at (850) 644-6034.
IMPORTANT: In order to claim Veterans' Preference, applicants must upload a DD-214 (and other documentation, as applicable) with their online application prior to the closing date of the job opening.