Collections Department Assistant (Program Associate)

About the role

The John & Mable Ringling Museum of Art is located in Sarasota, Florida, and is a department of Florida State University. Florida State University is a nationally elite research university that preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, embracing a liberal arts tradition and critical thinking.

Responsibilities

• Maintains budgetary and financial information for Collections (including Registration, Exhibitions, Design and Prep departments) plus Conservation and Library.
• Monitors all budgets and reconciles expenses against regular accounting budget reports.
• Prepares expenditure requests and purchase orders, and processes invoices for payment.
• Orders office and collections supplies, assisting staff with maintaining a regular inventory of materials.
• Directs new vendors in how to be established in FSU & RMAF payment systems.
• Uses FSU P-Card and Ringling Foundation credit card to make purchases, and prepares associated documentation.
• Submits work orders as needed to ITS, Facilities and Events.
• Coordinates travel reservations for staff and outside professionals including airfare, hotel and rental car.
• Processes travel requests and expense reports in FSU's travel system.
• Assists Collections 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.
• Assists with special projects as assigned.
• Tracks proposed and approved acquisitions for permanent collection and associated funding.
• 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 assists with coordinating documentation for new acquisitions and loans; assists with preparing collections‑related documents for the Board