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Program Associate, Collections

Department

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

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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 941-359-5700 (ext. 1-2605).

Learn more about our commitment to Diversity and Inclusion:

Responsibilities

The Program Associate for Collections provides administrative and financial support for the Collections, Archives, and Library departments at The Ringling.

  • Maintains budgetary and financial information for Archives, Library, and Collections: including Registration, Conservation, Design and Prep departments.  Monitors all budgets and reconciles expenses against monthly accounting budget reports.  Prepares expenditure requests and purchase orders; and processes invoices for payment.  Orders office supplies.  Uses FSU P-Card and SunTrust credit card to make purchases, and prepares associated documentation.  Submits work orders as needed to ITS, Facilities and Events.  Responsible for general office support including filing, data compilation and entry, generating reports, and developing written correspondence.  Assists with travel reservations for staff and outside professionals. Processes travel requests and expense reports.
  • Assists Collections, Archives, 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.  Prepares agendas and takes notes of weekly Collections Management staff meetings and monthly exhibition meetings.  Assists with special projects as assigned.
  • Provides exhibition support to Collections.  Processes paperwork and enters exhibition budgets and expenses into TMS database.  Assists with exhibition logistics including scheduling and attending cross departmental meetings, taking notes in order to provide a summary of agenda items, and recapping assigned tasks for the exhibition/program.  Assists with documentation of exhibitions, including but not limited to, scheduling of independent contractors and filing of exhibition materials.  Processes paperwork for engaging contractors.  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 coordinates documentation for new acquisitions and loans.  Prepares all collections related documents for the Board Book, including agendas and object reports.  Takes minutes of Collection Committee meetings held three times per year, in addition to ad hoc meetings scheduled as needed.  Transcribes and submits minutes within prescribed deadlines.
  • Assists in emergency preparedness by ordering emergency supplies and preparing packets for the emergency team.  As part of the Collections Emergency Response Team, attends meetings, updates Collections Management emergency preparedness plan, and provides support as needed.
  • Performs other duties or projects as assigned.

Qualifications

 

High School Diploma or equivalent and 4 years of experience (Note: Post-high school education may substitute for required experience at the comparable rate.)

  • Valid Florida Driver’s License or ability to obtain prior to hire.
  • Knowledge of basic computer functions and applicable computer applications such as Microsoft Office Suite.
  • Ability to establish and maintain effective working relationships.
  • Ability to prioritize, organize and perform multiple work assignments simultaneously.
  • Ability to communicate effectively verbally and in writing.
  • Ability to prepare and monitor budget information.

Helpful

  • Previous work experience in an Arts/Museum setting.
  • Ability to maintain accurate records and retrieve files from active or archive sources.
  • Basic filing practices to include numeric and alphabetic systems.

Contact Info

For more information, or for technical assistance, please contact Ringling Human Resources at 941-359-5700 ext. 2605 or employment@ringling.org.

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, encourages creativity, and embraces diversity. 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 our university and campuses.

Anticipated Salary Range

The anticipated rate of pay will not exceed $35,000 annually and will be based on the education, skills, and experience of the selected candidate. Find out more about our benefits under the "FSU Total Rewards" section.

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.

Schedule

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

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.eduApplicants 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.

 

If you are a current FSU employee, apply via myFSU > Self Service.

Veterans' Preference

Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary 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 eligibility information and required documentation, or call FSU Human Resources at (850) 644-6034.

Position Type: Full-time

Salary Range: $21,000 - $40,000/year

Employer Type: Government Entity

Employer Willing to Train: Yes

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