Collections Department Assistant (Program Associate)

Job Title: Collections Department Assistant (Program Associate)
Location: Sarasota, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 63590
Department

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

Responsibilities

This role provides administrative and financial support for the Collections and Library departments at The Ringling. Responsibilities include:

• Maintains budgetary and financial information for Collections (including Registration, Exhibitions, Design and Prep departments) plus Conservation and Library. Monitors all budgets and reconciles expenses against regular accounting budget reports. Prepares expenditure requests and purchase orders, and processes invoices for payment. Orders office and collections supplies, assisting staff with maintaining a regular inventory of materials. Directs new vendors in how to be established in FSU & RMAF payment systems. Uses FSU P-Card and Ringling Foundation credit card to make purchases, and prepares associated documentation. Submits work orders as needed to ITS, Facilities and Events.
• Coordinates travel reservations for staff and outside professionals including Airfare, Hotel and Rental Car. Processes travel requests and expense reports in FSU's travel system.
• Assists Collections and Library staff with the implementation and facilitation of everyday department operations, initiatives, projects and paperwork. Purchases specialized items necessary for object preservation, storage and display. Assists with special projects as assigned. Tracks proposed and approved acquisitions for permanent collection and associated funding. Assists in the preparation and distribution of interdepartmental communications. May attend weekly calendar meetings as necessary to ensure crucial information exchange related to exhibitions, which may affect or impact other museum events.
• Assists in preparation and gathering of all information for the Collections Committee of the Ringling Board. Attends pre-Collection Committee meetings and assists with coordinating documentation for new acquisitions and loans. Assists with preparing collections related documents for the Board Book. Reviews and ensures accuracy of minutes for Collection Committee meetings held three times per year, in addition to ad hoc meetings, within prescribed deadlines.
• Responsible for general office support including filing, data compilation and entry, generating reports, and developing written correspondence. Assists in emergency preparedness including ordering emergency supplies, preparing packets for the Collections Emergency Response Team, attending meetings, and updating the Collections Management emergency preparedness plan as directed.
• Performs other duties and projects as assigned that support museum operations, including performing administrative duties for other departments at the museum.

Qualifications

• High school diploma or equivalency 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

• Skill in Microsoft Office Suite, including Excel, Outlook, and Word, with the ability to create reports, manage data, coordinate calendars, and maintain professional correspondence.
• Highly organized with strong attention to detail and the ability to maintain accurate records and documentation.
• Effective time management skills, including the ability to prioritize tasks, meet deadlines, and follow up on outstanding items.
• Demonstrated ability to exercise independent judgment and critical thinking while managing multiple priorities with minimal supervision.
• Excellent communication skills, including the ability to interact professionally and effectively in person, over the phone, and through email.
• Ability to establish and maintain positive working relationships with internal and external stakeholders.

Contact Info

For more information or technical assistance, please contact Ringling Human Resources via email or by calling 941-358-2773.

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.

Your application is not considered complete without attaching the following items:

• Cover Letter
• Resume

Veterans' Preference

Certain service members and veterans, and the spouses and family members of such service members and veterans, 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 an USPS (University Support Personnel System) position.
• Work Location: Sarasota, FL
• Employees are required to adhere to the business dress standards.
• This position requires successful completion of a criminal history background check.

Working Hours

Monday - Friday from 8:00 AM to 5:00 PM with a one-hour meal

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.