Program Associate, Collections

The John & Mable Ringling Museum of Art is located in Sarasota, Florida. For more about the Ringling, please see the "Other Information" section.

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

Responsibilities will include:

- Maintains budgetary and financial information for Archives, Library, and Collections: including Registration, Conservation, and Design and Prep departments. Monitors all budgets and reconciles expenses against monthly accounting budget reports. Prepares expenditure requests and purchase orders. Processes invoices for payment. Orders office supplies and assists with travel requests as needed. Uses SunTrust credit card to make purchases and prepares required documentation. Submits work orders as needed to ITS, Facilities, and Events. Attends weekly calendar meetings. Responsible for general office support including filing, data compilation and entry, generating reports, and developing written correspondence.

- Assists Collections, Archives, and Library staff with the implementation and facilitation of everyday department operations, initiatives, and projects, which may include art handling (under the training and supervision of authorized staff). Supports acquisitions by processing paperwork and recording data in the appropriate database. Works with Collections, Archives, and Library to purchase specialized items necessary for object preservation, storage and display.

- Provides exhibition support to Collections. Assists with exhibition logistics including scheduling and attending cross departmental meetings, taking notes in order to provide a summary of agenda items, and to recap assigned tasks for the exhibition/program. Coordinates documentation of exhibitions including, but not limited to, scheduling photographers, recording object locations, and filing exhibition materials. Serves as primary contact for the preparation and distribution of interdepartmental communications. Processes paperwork for engaging independent contractors.

- Provides administrative support for the Design and Prep department by serving as a primary contact for coordinating schedules and communications among Preparators under the direction of the Chief Preparator. Drives State vehicle to pick up and purchase last minute supplies needed urgently by the Design and Prep department for exhibition purposes. Assists with disaster preparedness and recovery efforts as needed.

- Processes mail for The Ringling. Processes all outgoing U.S. mail using postage machine. Sorts all incoming U.S. mail and interoffice mail into Mail Cart. Maintains postage machine (adds water and tape, orders supplies and repairs, and adds money, as needed). Runs monthly mail reports to provide to Accounting Department. Creates shipping/mailing labels and orders shipping supplies.

- Performs other duties and projects as assigned.

High school diploma or equivalency and four years' experience or a combination of post high school education and experience equal to four years.

Valid Class E Driver License or the ability to obtain upon hire.

Ability to prepare and monitor budget information.

Knowledge of Microsoft Office programs, particularly Excel, as well as other applicable computer applications.

Knowledge of office practices, procedures, and etiquette.

Ability to prioritize, organize and perform multiple work assignments simultaneously.

Experience in transcribing notes and compiling information.

The ideal candidate would also possess:

-Purchasing experience.

-Budget tracking experience.

-Prior experience in an accounting setting.

-Customer service experience.

-Previous experience working in a museum, library, archive, or collection setting.

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. From its inception, The Ringling has joined the diverse visual traditions and theatrical spectacle of yesterday with the genre-defying global practitioners of today. 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.org.

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 will be up to $30,000 per year + Florida state benefits available.

(http://hr.fsu.edu/?page=benefits/benefits_home)

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

This position is time-limited based on soft money funding, with renewal contingent upon available funds and the needs of the University.

While the primary working hours for this position are Monday through Friday between 8:00 am to 5:00 pm, the incumbent may be required to work a flexible schedule based on the needs of the Ringling.

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.

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.

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.

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.pdf