Volunteer Services Department Assistant (Program Associate)

Florida State University; Tallahassee (FL); On-site; USD 35,000 - 42,000; Full time

Job summary

The Ringling Museum of Art, a Florida State University unit in Sarasota, FL, seeks a Volunteer Services Department Assistant (Program Associate) to coordinate recruitment, intake, and orientation for volunteers, and to perform background checks and record maintenance.

The role supports events, maintains the volunteer database, produces reports, and serves as on-site contact for volunteers and staff. Requires a high school diploma and a Florida driver's license, with some event flexibility.

Qualifications

• High school diploma 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: ability to communicate via phone, email, and in person with internal and external stakeholders; quick data entry; problem-solving abilities.

Responsibilities

• Coordinates volunteer recruitment and intake processes, including inquiries, applications, background checks, and eligibility for program placement; schedules orientation and training.
• Maintains Volgistics volunteer database and related records; generates quarterly reports and basic reports as requested.
• Coordinates Department programs/events, attends planning meetings, leads holiday decorating activities, and provides volunteer support for internal and public events.

Skills

Communication

Data entry

Problem solving

Education

High school diploma

Job description

Job Title: Volunteer Services Department Assistant (Program Associate)
Location: Sarasota, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 62346

Department

The John & Mable Ringling Museum of Art is located in Sarasota, Florida, and is a department of Florida State University. Learn more about The Ringling at https://www.ringling.org/about-ringling/careers/.

Responsibilities

• Coordinates volunteer recruitment and intake processes, including but not limited to responding to inquiries; reviewing new applications, screening against the National Sex Offender Registry, and confirming applicants meet minimum criteria for consideration into the program. Schedules and coordinates orientation prior to potential volunteer placement and training. Performs background check processes for volunteers as needed; maintains application and orientation materials. Assists Ringling Academic Affairs with processing credit-seeking interns. May lead volunteer orientations and trainings as needed.
• Maintains volunteer database (Volgistics), including but not limited to checking for new applications in the system, responding to volunteer applicants, and updating volunteer records, ensuring volunteer hours are recorded accurately, making manual entries, and updating volunteer schedules as needed. Produces Volunteer Perks Report on a quarterly basis. Utilizes Volgistics and other sources to produce basic reports as requested. Maintains volunteer records in the museum's ticketing system. Maintains Volunteer Services SharePoint page. Utilizes AIM platform to verify driver’s licenses, as appropriate.
• Coordinates Volunteer Services Department programs and events, prepares work orders, attends regular planning meetings and weekly calendar meetings, and monitors expenses. With support from other departments, leads holiday decorating activities for the museum. Recruits volunteer assistance for internal museum and public events. May provide support to department-led volunteer events. Works special events as needed, serving as the on-site volunteer point of contact.
• Supports the Volunteer Services Advisory Council by assisting with meeting scheduling, work orders, and calendar preparation. Serves as staff representative to committees. Serves as the staff point of contact for the bi-monthly Volunteer Newsletter; provides content, reviews, proofreads, and distributes the newsletter.
• Serves as the primary point of contact for the Ringling Volunteer Services department. Facilitates volunteer communication by preparing correspondence and acknowledgements. Creates and distributes volunteer ID badges. Administers volunteer perks. May assist with the development and maintenance of Volunteer Program policies, procedures, position descriptions, and other program documents.
• Prepares expenditure requests and purchase orders for Volunteer Services. May use company credit cards to make purchases and prepare required documentation. Submits appropriate documentation to Accounting within the established timeline and tracks to ensure items/services ordered are received/completed. Assists Human Resources department with purchasing needs. Maintains all departmental files and records. Distributes mail.
• Performs other duties and projects as assigned that support museum operations, including performing administrative duties for other departments at the museum 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

Ability to:

• Effectively communicate via phone, email, and in person with internal and external stakeholders
• Quickly and accurately complete data entry
• Problem solve and adapt to change

Previous experience in

• Customer Service
• Training/Orientations
• Volgistics, Raiser's Edge, Blackbaud or similar CRM/Volunteer Databases

Contact Info

For more information, technical assistance, or should you require accommodations for the application or interview processes, please contact Ringling Human Resources at 941-358-2773 or [e-mail].

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 our university and campuses.

Anticipated Salary Range

$38,500 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 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.

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.

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 [phone].

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.
• This position is being readvertised. Previous applicants need not reapply.

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.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.