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Events Department Assistant (Program Associate)

Department

The John & Mable Ringling Museum of Art is located in Sarasota, Florida, and is a department of Florida State University. Want to learn more about The Ringling?
 

Equal Employment Opportunity

The Ringling is an Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Action employer with a strong commitment to diversity and inclusion. As such, we are always seeking individuals dedicated to innovation and excellence. A successful candidate will work effectively, respectfully, and collaboratively in a diverse, multicultural, and inclusive setting. We especially encourage applications by individuals from underrepresented groups, with a demonstrated commitment to a culturally and intellectually diverse workplace.

Should you require accommodations for the application or interview processes, please email employment@ringling.org or call 941-538-2773.

Learn more about our commitment to Diversity and Inclusion:

Responsibilities

This role provides support to The Ringling's Events department 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 tracks 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. Monitors and provides catering invoices to Events Manager for review and approval.
  • Responds to event inquiries, tracks them on a spreadsheet, and books tours with Event Coordinators per rotating schedule. 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 and Security departments. Monitors all budgets and reconciles expenses against monthly Accounting budget reports. Prepares expenditure requests (ER's) and purchase orders, and process invoices for payment. Uses company credit cards to make purchases and prepares required documentation. Assigns budget coding to ER and credit cards forms. Orders office supplies for the department, as needed.
  • Attends weekly calendar meetings. Assists in facilitating everyday department operations and special projects. Performs other duties and projects as assigned, including performing administrative duties for other departments at the museum as needed.

Qualifications

This role requires:
  • High School Diploma or Equivalent and 4 years' experience.
  • Please note that higher education can substitute for experience at the equivalent rate.
  • Ability to prioritize, organize and perform multiple work assignments simultaneously.
  • Ability to prepare and monitor budget information.
  • Knowledge of applicable computer applications such as Microsoft Office Suite and basic computer functions.
  • Ability to communicate effectively verbally and in writing and to establish and maintain effective working relationships.
Please note that if selected for an interview, it will be followed by a work sample using Microsoft Word and Excel.

Preferred

  • Experience using monitoring and maintaining a budget.
  • Effective communication skills including verbal and written.
  • Ability to problem solve.

Contact Info

For more information, or for technical assistance, please contact Ringling Human Resources at 941-358-2773 or employment@ringling.org.

Anticipated Salary Range

The anticipated rate of pay will vary be based on the education, skills, and experience of the selected candidate. Please note that majority of applicants will be offered a midpoint of a range between $15 - $19 per hour.
Museum employees also receive:

Pay Plan

This is an USPS (University Support Personnel System) position.

FSU Total Rewards

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

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

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

Monday - Friday from 8:00 AM to 5:00 PM with a one hour lunch break. Please note:
  • Evenings, weekends, special events, or holidays may be required 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.

Apply at:
https://jobs.omni.fsu.edu/psc/sprdhr_er/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=53984&PostingSeq=1