Job Description

Overview Founded in 1832, the Yale University Art Gallery is the oldest college art museum in the United States. Today, it serves Yale University, the wider community, and the public as a center of teaching, learning, and scholarship. The Registrar’s Office is seeking a Museum Assistant to manage a fast-paced Registrar’s Office that includes Provenance Research and Archives units. Reporting to the Head Registrar, the Museum Assistant will support office activities working with curatorial departments, Collections, Exhibitions, Conservation, IT, and Business departments, and will execute campus registration duties. This work will be performed primarily at West Campus with intermittent work at the main campus in New Haven. This is a fully on‑site position Monday - Friday. Essential Duties Manage the Registrar’s Office by answering phone calls and emails and redirecting inquiries to the appropriate department members; distributing mail; ordering supplies; processing expenses; maintaining files and equipment; scheduling appointments and travel; maintaining departmental library; and maintaining the Registrar’s Office Sharepoint site Assist with processes for departmental hires, and hire, train, and supervise students Assist with compiling reports and correspondence Coordinate and monitor Registrar’s Office calendar; coordinate weekly Security, Collections, Exhibitions, Registrar, and Facilities logistics meeting, and record and distribute notes Serve as coordinator of digitized accession files Assist the Head Registrar with appointments, correspondence, and budget Assist the exhibitions program with arranging courier hotels and per diems Assist the outgoing loans program with managing The Museum System (TMS) collections database loan records, generating correspondence, organizing billing, and creating files Attend TMS quarterly meetings and assist with data entry and records management Oversee loans on campus including loans to residential, office, and academic buildings including inventories, arranging packing and shipping, coordinating condition reports, and generating loan forms Assist with monthly object shuttles between Gallery facilities by creating manifests, and releasing and receiving and releasing shipments Assist with object handling and releasing and receiving shipments as needed Perform other duties as assigned Required Skills and Abilities Demonstrated ability to be neat, accurate, and organized; ability to manage a busy office Knowledge of museum best practices Proficiency with relational databases and spreadsheets; ability to develop and maintain data integrity within a collections database Ability to manage multiple and diverse tasks including research-oriented projects; ability to handle confidential legal and financial information with discretion Ability to regularly solve problems, exercise discretion and independent judgment; ability to be a team player in active and diverse office environment and communicate with museum staff and public in a professional manner Preferred Education and Experience Bachelor's degree in Art History or a related field Two years of experience in a museum setting Experience in a museum registration or collections management office Experience handling works of art Principal Responsibilities 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. 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. Conducts research related to the collections and exhibits. Selects art/specimens for display. Prepares collection for exhibition. May assist with installing and disassembling exhibits. Composes correspondence related to the collections and exhibits. Oversees and instructs support staff. 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. Compensation Hourly Range: $28.43 Work Details Time Type: Full time Duration Type: Staff Work Model: On‑site #J-18808-Ljbffr Yale University

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