Ringling Administrative Services Senior Specialist

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://(Use the "Apply for this Job" box below)..

Responsibilities

The Ringling Administrative Services Senior Specialist provides comprehensive administrative and operational support for museum departments by supervising administrative support staff, serving as the departmental procurement services specialist, and ensuring accurate financial processing, records retention, and compliance with university and museum policies. Supports museum directors through special projects and cross-departmental initiatives.

* Supervises administrative support staff assigned to departments within the museum (currently Facilities, Events & Security, Collections/Conservation, Performance, and Education). This includes, but is not limited to, hiring, training, continuing education, and performance evaluation of assigned staff. Reviews and approves requests for leave and reviews time and leave records for accuracy. Provides administrative support staff guidance and direction related to University and Departmental policies and procedures.

Maintains and updates documentation supporting essential business processes for administrative support services.

* Serves as the departmental subject matter expert on Procurement Services, including but not limited to, Spear Mart, Purchasing Cards (P-Cards), Purchase Orders,

Requisition s, Payment Works, and Contracts. Provides support in resolving complex procurement services issues. Interfaces with FSU Procurement Offices to troubleshoot issues as needed. Provides feedback and makes recommendations on procurement operations to the Accounting department. Assists with the setup, maintenance, termination, record-keeping, and administration of departmental purchasing cards (FSU P-Cards, FSU T-Cards, Truist Credit Cards, Publix and Home Depot credit cards).

Provides guidance to departmental cardholders on allowable purchases, documentation standards, reconciliation requirements, and compliance with university policies.

* Provide support for financial and budgetary activities for assigned areas. Initiates and processes expenditure requests (ER's), requisitions, purchase orders, contracts, and payments for goods and services in compliance with Florida State University procurement policies. Coordinates with vendors, university procurement offices, and departmental stakeholders to ensure timely and accurate purchasing. Serves as back-up for processing museum travel requests.

* Supports museum directors with special projects, operational initiatives, reporting, and process improvements. Conducts research, prepares documentation, and coordinates cross-departmental efforts as assigned. Coordinates space allocation for non-exhibition areas, including offices, workrooms, and shared administrative spaces. Serves as a liaison with Facilities, HR, and departmental leadership to support space planning and redesign efforts; assists with needs assessment, logistics coordination, and documentation related to space changes.

* Attends Ringling Board of Directors Meetings - Finance, Audit, and Budget/Finance Committee s and Senior Staff meetings. Prepares agendas, and records and distributes minutes as assigned. Assists with preparation of agendas and financial information for preparation of Ringling Board Book.

* Works with Truist Bank to update bank resolutions and signature cards for new board officers and staff. Processes annual corporate and non-profit filings required by the State of Florida.

* Performs other duties and projects as assigned that support museum operations and provides general assistance for the museum as needed.

Qualifications

* Bachelor's degree and four years experience related to budget, financial and/or accounting services or a combination of post high school education and experience equal to eight years.

Preferred Qualifications

* Bachelor's degree

* Four or more years of experience working in a museum or non-profit setting.

* Excellent written and verbal communication skills, with the ability to explain financial concepts to a broad range of people.

* Knowledge of:

* Purchasing, procurement, budgeting, and administrative management.

* The concepts, principles, and practices of accounting, budgeting, and cost control procedures.

* Ability to:

* Identify complex problems and review related information to develop and evaluate options and implement solutions.

* Prioritize, organize, and perform multiple work assignments simultaneously.

* Train and supervise employees.

* Gather, interpret, report, and/or edit information.

* Work collaboratively with cross-functional teams and maintain effective working relationships.

Contact Info

For more information, technical assistance, or should you require accommodations for the application or interview processes, please contact Ringling Human Resources at  or employment.

University Information

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