2024-2025 - Frost Art Museum, Student Events Assistant

Florida International University is a top public university that drives real talent and innovation in Miami and globally. Very high research (R1) activity and high social mobility come together at FIU to uplift and accelerate learner success in a global city by focusing in the areas of environment, health, innovation, and justice. Today, FIU has two campuses and multiple centers. FIU serves a diverse student body of more than 56,000 and 290,000 Panther alumni. U.S. News and World Report places dozens of FIU programs among the best in the nation, including international business at No. 2. Washington Monthly Magazine ranks FIU among the top 20 public universities contributing to the public good.

The Frost Art Museum is currently seeking an Events Assistant to join their team of professionals The student assist will provide the Visitor Services and Events Manager with general support in daily visitor services, event and facility rentals logistics from planning to execution.

Essential Duties:

• Provide general support to the Visitor Services and Events/Rentals Manager, including scheduling management, event planning and operation, and support for museum events and facility rentals in conjunction with the Development Officer and Membership Manager

Duties to include:

• Completion of operational and logistical activities associated with museum events and facility rentals
• Coordinate facility rentals under 100 persons for the Museum, including scheduling rentals, meeting with potential clients to show spaces, working with contracted vendors, overseeing the events, and following up with clients as necessary Ensures that all facility rental contracts are implemented consistently in compliance with Museum and University rules and regulations
• Coordinate and facilitates multiple, often concurrent, museum-hosted events of less than 100 guests throughout the year Contract and oversee internal and external vendors on the Museum's behalf, as needed Plan and execute events as assigned and in concert with key staff such as Visitor Engagement, Development, and Membership management
• Assist coordinators with logistical details and client and faculty needs while programs, events, and rentals are in session Presence at museum events and facility rentals as needed
• Preparation of event materials (ie, copying, packaging, printing, etc)
• Provide support in the creation of event and facility rentals documents via SharePoint
• Trained and knowledgeable of relevant specialized software, including Event Management System (EMS) and Classroom Management portal Organization of event and rental information via EMS and corresponding museum calendars
• Maintain a well-informed, working, and accurate knowledge of the museum's services (including facility rentals, tours, memberships, and events) and its permanent and temporary exhibitions for both interacting directly with visitors and clients
• Contribute to creation and promotion of marketing efforts to attract visitors for facility rentals and memberships, including digital marketing, alongside Visitor Services and Events/Rentals Manager Promote sale of merchandise, memberships, and facility rentals
• Work with the relevant departments to coordinate group tour and reservation process for special events and facility rentals
• Assist with maintenance of logs and data for museum events, including monthly reports for department projects
• Provide front desk coverage as needed for daily museum and event operations
• Resolve basic customer service issues involving the Visitor Services and Events/Rentals departments Offer constructive feedback to improve engagement, procedures, and data collection

Federal Work Study

At least 3 semesters of FIU work experience or related experience outside the University with satisfactory or higher from prior student appointment

• Requires a letter of recommendation from one prior supervisor
• Requires prior completion of FIU Service Excellence training or completion within first 30 days
• Ability to work in a team setting
• Advanced proficiency of Microsoft Office Suites
• Ability to take direction and work independently as needed
• Ability to maintain confidentiality when dealing with highly sensitive information
• Knowledge of PC operations and specialized software programs, such as PantherSoft and Salesforce
• Ability to communicate clearly and concisely, verbally, and in writing
• Possess a high sense of responsibility and customer service skills
• Ability to solve problems independently
• Organizational and time-management skills

Training and Professional Development Requirements:

• Complete FIU Cyber Security Awareness training within first 30 days
• Complete PowerPoint training
• Complete FIU Service Excellence training within first 30 days
  

• Students enrolled at FIU, who have been awarded Federal Work Study (FWS) as part of their Financial Aid Award package.
• Student must be enrolled with a minimum of six (6) credit hours in a course of study leading to a degree or a Financial Aid eligible certificate, during Fall, Spring, and Summer semesters.
• Upon credits decreasing, award being canceled, or graduating, FWS employment must end.

Evening, Weekdays, and Weekends Hours will vary based on class schedule and needs of the department

$15.00/hour

Criminal Background Check
This student appointment may be subjected to a pre-employment background check.

Extended Background Check is required if the job includes any of the following responsibilities. Some may also require a Fingerprint Check:

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

*This posting will close at 12:00 am of the close date.

Current Employee

As a current employee, you must log into Employee Self Service (ESS) to apply for this and any other internal career opportunity of interest. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume/ curriculum vitae, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume into one attachment. Attached documents should be in Microsoft Word or PDF format.

*This posting will close at 12:00 am of the close date.

Clery Notice

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the University Police department at Florida International University provides information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three (3) calendar years. The FIU Annual Security report is available online at: https://police.fiu.edu/download/annual-security-fire-safety-report/.

To obtain a paper copy of the report, please visit the FIU Police Department located at 885 SW 109th Avenue, Miami, FL, 33199 (PG5 Market Station).

Pay Transparency

Florida International University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

FIU is a member of the State University System of Florida and an Equal Opportunity, Equal Access, Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.