Administrative Specialist, Directorial Operations

JOB ID 59381
Learn more and apply at: https://bit.ly/AdminSpecDirOps

Responsibilities
The Administrative Specialist for Directorial Operations provides high-performing administrative support to the Executive Director, Deputy Director, and the Board of Directors for The Ringling.

• Manages day-to-day administration and operations of the Director’s and Deputy Director’s Offices. Provides administrative support, including calendar maintenance, correspondence, meeting coordination, travel arrangements, data compilation, and report preparation. Assists with Development activities.
• Responsible for reviewing, formulating, and recommending policies and procedures for the offices. Supports Directors in policy development and implementation to ensure compliance with Federal, State, and University regulations.
• Serves as liaison to the Ringling Museum of Art Foundation Board of Directors. Coordinates Board schedules, reports, agendas, and publishes Board books. Manages administrative operations, maintains official Board records, ensures compliance with FL Government in the Sunshine law, and oversees the Board Portal. Updates Board procedures and manuals.
• Serves as the first point of contact for the Executive Director’s Office. Acts as a liaison between the Executive Director’s Office and various stakeholders. Manages communications, mail, files, and day-to-day office operations. Handles sensitive and confidential information with discretion.

• Prepares expenditure requests, purchase orders, and processes invoices. Manages budget coding and travel plans. Serves as backup departmental travel rep. Monitors budget and reconciles quarterly reports. Assists with oversight and tracking of Foundation funds. Ensures accuracy and timeliness of financial information.
• Manages department-wide memberships in professional organizations. Oversees special projects for the Director, Deputy Director, and Board. Conducts research and prepares briefing materials. Make independent decisions as needed. Performs other duties to support museum operations.

Important Skills
• Impeccable written and verbal communication skills
• Budgeting, accounting, and cost control procedures
• Attention to fine details with minimal error
• Robust knowledge of Microsoft Office Suite including Outlook, Excel, Word, Publisher, PowerPoint, and Teams
• Takes initiative and seeks process improvement
• Creative problem-solving
• Ability To:
o Work successfully, both independently and collaboratively, with others
o Prioritize and organize work effectively to meet deadlines
o Learn new technology and processes
o Exemplify and further the mission, values, and commitments of The Ringling

Qualifications
• Bachelor’s degree and two years’ relevant experience or a combination of post high school education and experience equal to six years
o Higher education can substitute for experience at the equivalent rate

Preferred
• Bachelor’s degree
• Previous experience in a museum, cultural institution, or non-profit organization
• Comfort with Microsoft 365
• Experience taking meeting minutes

Considerations
Rate of Pay
Commensurate with the selected candidate’s education, skills, and experience. Find out more about our comprehensive benefits and leave package under the “FSU Total Rewards” section.

Working Hours
Monday – Friday, 8:00 AM to 5:00 PM. This role may require a flexible schedule including nights, weekends, special events, and holidays.

Additional Details
• Your application is not complete until you have attached:
o Position-relevant resume
o Cover letter
o Three professional references
• A work sample will be administered
• Work is completed on-site in Sarasota, FL
• This is an A&P (Administrative and Professional) position.
• This position requires successful completion of a criminal history background check to include fingerprinting.

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 employment@ringling.org.

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.

How to Apply
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.

Helpful
Applications will be reviewed in mid-January 2025.

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.