Events Department Assistant (Program Associate)

Florida State University; Sarasota (FL); On-site; USD 33,000 - 40,000; Full time

Job summary

The John & Mable Ringling Museum of Art, a department of Florida State University located in Sarasota, FL, seeks an organized individual to support its Events staff. You will maintain rental records, post events on Outlook, prepare contracts via the contract module and DocuSign, and assist in budgeting and reporting for the Events department.

Responsibilities include coordinating payments, handling vendor setup, and supporting vendors and event coordinators.

Qualifications

• High school diploma or equivalent with four years' experience.
• Valid Florida driver's license or ability to obtain prior to hire.

Responsibilities

• Provides program support to Events staff and Head of Department. Maintains spreadsheet of all weddings and rentals, posts information on Outlook Events Calendar, and applicable systems to track when rental payments and deposits are due.
• 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.
• Maintains budgetary and financial information for the Events department. Monitors budgets and reconciles expenses against monthly Accounting budget reports. Establishes new suppliers in payment systems, prepares expenditure requests (ER’s) and purchase orders, and process invoices for payment.
• Collects and responds to event inquiry submissions. Posts information on Outlook Events Calendar. Attends weekly calendar meetings and Event team meetings.
• Performs other duties and projects as assigned that support museum operations and provides general assistance for the Events department at the museum, which may include supporting events and general assistance as needed.

Skills

Microsoft Office

Outlook

Excel

Customer service

Communication

Organizational skills

Budget awareness

Data reporting

Education

High school diploma

Tools

DocuSign

Contract module

Job description

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

Responsibilities

• Provides program support to Events staff and Head of Department. Maintains spreadsheet of all weddings and rentals, posts information on Outlook Events Calendar, and applicable systems to track 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. Assist in Event Planning and set up with event coordinators and Head of Department.
• Responds to rental inquiries and books tours with Event Coordinators per assigned area of responsibility. 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 department. Monitors budgets and reconciles expenses against monthly Accounting budget reports. Establishes new suppliers in payment systems, prepares expenditure requests (ER’s) and purchase orders, and process invoices for payment. Uses company credit cards to make purchases and prepares required documentation. Assist with processing orders for office supplies for the department, as needed.
• Collects and responds to event inquiry submissions. Posts information on Outlook Events Calendar. Attends weekly calendar meetings and Event team meetings.
• Performs other duties and projects as assigned that support museum operations and provides general assistance for the Events department at the museum, which may include supporting events and general assistance as needed.

Qualifications

• High school 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

• Highly organized and deadline-oriented
• Skill in Microsoft Office Suite, including Outlook and Excel
• Critical thinking and problem-solving skills
• Effective customer service experience
• Ability to communicate verbally, in writing, and over the phone

Contact Ringling Human Resources for more information or technical assistance, or call 941-358-2772.

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.

Veterans' Preference

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.

Considerations

• This is a USPS (University Support Personnel System) position.
• This position requires successful completion of a criminal history background check.
• This position is based in Sarasota, FL.
• If selected for an interview, a work sample will be administered.

Working Hours

• Monday - Friday from 8:00 AM to 5:00 PM with one hour for lunch.
• The incumbent may be required to work a flexible schedule, including nights, weekends, holidays, and/or special events based on the needs of The Ringling.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.