Events Department Assistant (Program Associate)

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

Responsibilities

• Provides program support to the Events department, including administrative, budget tracking, and purchasing needs.
• Maintains spreadsheets of all weddings and rentals, posts information on Outlook Events Calendar, and tracks rental payments and deposits.
• Compiles data and organizes information for reports as needed.
• Assists with preparing payment forms and damage deposit refund request forms following wedding events.
• Assists in event planning and setup with event coordinators and Head of Department.
• Responds to rental inquiries and books tours with Event Coordinators.
• Prepares public and private events contracts and processes them through FSU’s contract module and DocuSign.
• Contacts parties to obtain payment information and follows up when second payments are 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 (ERs) and purchase orders, and processes invoices for payment.
• Uses company credit cards to make purchases and prepares required documentation.
• Assists 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 to support museum operations and provides general assistance for the Events department.

Requirements

• 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 one 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.

Pay

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.

Schedule

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.