Yale Art Gallery - Collections
University Job Title
Museum Assistant 1
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Compensation Grade
Labor Grade C
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Museum/Curatorial
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Central Campus
Worksite Address
1111 Chapel Street
New Haven, CT 06510
Position Focus:
Reporting to the Director of Collections, the position will provide administrative and logistical support in multiple locations to a variety of functions for the Collections Department. The position will oversee all daily activity in the departmental office and will schedule and coordinate the activities of other support staff including durational art handlers, durational registrars, bursary students, apprentices, and interns. The position will maintain office and departmental task calendars, personal and director’s calendars, weekly activity-coordination meeting calendars and departmental files.
Calendar, produce and distribute agendas, attend, take and distribute notes and documents for departmental and project-related meetings. Access and administer the work ticket system (Mojo/RAM system). Provide timely and accurate collection and scheduling information to Gallery department inquiries. Work with the Gallery database (TMS) to locate objects, create reports and work with object images. Act as liaison to the Business Office and process all paperwork related to invoices, expense reports, check requests, deposit slips, travel arrangements, purchasing card statements, etc. Prepare requisition forms, check requests, employee reimbursements, and other University paperwork. Monitor and reconcile financial statements, including purchasing card statements and monthly budget reports. Maintain close contact with Exhibition and Collections calendars and schedules to coordinate schedules and resolve time conflicts as necessary. Supervise student employees, apprentices, or trainees, where necessary. Upload Collection Department information and maintain documents, announcements, and calendars on the Gallery SharePoint intranet site.
In support of the department’s collection stewardship responsibilities, the position will track data in relation to museum environmental conditions and storage conditions and will collate, produce, and distribute data in various formats. The position may, on occasion, perform object handling and movement under the supervision of a lead art handler, conservator, and/or registrar and may assist in the framing, packing, and handling of collection objects using established methods and materials. The position will perform other technical and administrative duties as assigned.
Essential Duties
1. Serves as source of specialized information to the public, visiting scholars, and students. Explains and describes the collection and available reference material through workshops, lectures and in response to inquiries. 2. Maintains the order of and ensures the special care, security, and proper user handling of collections and exhibits. Reconstructs, repairs, and restores art/specimens using preservation and conservation techniques. Catalogues and makes routine identifications of new acquisitions. 3. Conducts research related to the collections and exhibits. Selects art/specimens for display. Prepares collection for exhibition. May assist with installing and disassembling exhibits. 4. Composes correspondence related to the collections and exhibits. Oversees and instructs support staff. 5. May prepare budget and financial material related to particular collection. May collect specimens for use in exhibits. Performs clerical functions incidental to curatorial activities.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1:
Self-directed; ability to take initiative, anticipate actions needed; excellent interpersonal skills. Well-developed written and oral communication skills.
Required Skill/Ability 2:
Ability to regularly exercise discretion and independent judgment and to be a team player in an active office environment. Positive attitude that supports department’s goals.
Required Skill/Ability 3:
Excellent organizational skills. Demonstrated accuracy and strong attention to detail.
Required Skill/Ability 4:
Ability to juggle multiple tasks and meet demanding deadlines. Ability to work well under pressure.
Required Skill/Ability 5:
Demonstrated Intermediate proficiency with MS Excel. Proficiency with Microsoft Office. Experience with Microsoft Project 2003 and TMS.
Preferred Education, Experience and Skills:
BA or BFA degree; general understanding of methods and organization required for space design development; familiarity with construction practices and terminology. General understanding of art objects and visual thinking. General understanding of art handling and art storage best practices. Experience working in a collecting institution.
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
COVID-19 Vaccine Requirement
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines
Posting Disclaimer
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus