Academic Affairs & Education Program Coordinator

Posted: 08/25/2022

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?

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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 Academic Affairs & Education Program Coordinator provides administrative and financial support for the Academic Affairs and Education departments at The Ringling. This role coordinates actions for The Ringling's internship and fellowship programs (Academic Affairs), serves as the School and Community Group Liaison (Education), and provides editorial assistance for Ringling publications.

  • Provides program support for The Ringling's higher education programs including internships and fellowships. Communicates with prospective, current, and former Ringling interns and fellows. Coordinates recruiting, vetting, and selection processes between Ringling departments and prospective candidates. Collaborates with HR and Volunteer Services in the internship and fellowship lifecycle including coordination onboarding, orientation, and exiting processes. Coordinates academic affair off-campus field trips and other department events. Tracks and maintains intern/fellow schedules and projects. Seeks out funding opportunities and community programs that support educational work experiences at the museum. Maintains filing system for academic affairs: department communication, budgets, purchasing, etc. Submits work orders to ITS, Facilities and Events, as needed.
  • Provides program support to Education staff.  Maintains spreadsheet of honorarium speakers and tracks and pursues all associated paperwork.  Maintains filing system for Head of Educational Programs and Education department budgets, purchasing, etc. Submits work orders to ITS, Facilities and Events, as needed.
  • 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 guide calendars with details.  Creates and sends confirmation and reminder emails to teachers after booking.  Compiles group packets prior to visit.  Assists with tracking and entering data of school/community tour activity and museum guide participation.
  • Maintains budgetary and financial information for Academic Affairs and Education departments. Maintains departments' spreadsheets, prepares and obtains new vendor information, prepares and sends invoices, and tracks and pursues all associated paperwork. Monitors departments' 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 Truist credit card to make purchases and prepares required documentation.  Orders office supplies for the departments, as needed. Assigns proper budget coding for ER’s and P-Card forms (financial paperwork).
  • Provides Academic Affairs and Education staff support generating monthly/quarterly/annually produced reports from Qualtrics, Excel, and other tracking software.
  • Provides editorial assistance between for publications produced by The Ringling. Routes requests between departments, tracks publishing schedules and progress, ensures on-time payments. Proofreads manuscripts for grammar and spelling errors. Performs other duties as assigned that support departmental operations.

Qualifications

  • Bachelor's degree and 2 years’ experience or a combination of post high school education and experience equal to six years.
  • Ability to prioritize, organize and perform multiple work assignments simultaneously.
  • Knowledge of academic resources available to students.
  • Knowledge of applicable computer applications and basic computer functions including Microsoft Office Suite.
  • Ability to gather, interpret, report, and/or edit information.
  • Ability to utilize problem solving skills.

Please note if selected for an interview a one page proofreading exercise will be conducted as part of the interview process.

Preferred

  • Bachelor's degree in Education or English with a concentration in professional/technical writing.
  • Strong initiative and ability to complete tasks independently with minimal supervision.
  • Professional experience working with a diverse group of faculty, students, and/or museum staff.
  • Experience with Microsoft Office 365 products, Zoom, Qualtrics, Canvas (instruction learning software), and Financial Edge (or similar financial software).

Helpful

The anticipated recruitment timeline is:

  • 45 day application window
  • Interview team review of applications (1 week)
  • Interviews commencing early to mid October 2023

Contact Info

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

Anticipated Salary Range

The anticipated rate of pay will range from low 40's to low 50's annually and will be based on the education, skills, and experience of the selected candidate. Please note that majority of applicants will be offered at midpoint of range.

Museum employees also receive:

Pay Plan

This is an A&P (Administrative and Professional) 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 meal period. Please note that days, 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.

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.

Position Type: Full-time

Salary Range: $41,000 - $60,000/year

Employer Type: Government Entity

Employer Willing to Train: Yes

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