Senior Admin Assistant, Curatorial Division – Yale University

Title of the Job: Senior Admin Assistant, Curatorial Division

Location: Yale, MI

Job Description: Essential Duties1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.Required Education and ExperienceSix years of related work experience, four of them in the same job family at the next lower level, and 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.Weekend Hours Required?OccasionalEvening Hours Required?OccasionalDuration TypeRegularWork WeekStandard (M-F equal number of hours per day)Drug ScreenNoHealth ScreeningNoBackground Check RequirementsAll 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.Searchable Job FamilySecretarialExternal Gateway Posting Date25-Nov-2024Total # of hours to be worked:37.5Position Focus:This position exists within the Curatorial Division, which encompasses the Center’s three curatorial departments-Paintings and Sculpture, Prints and Drawings, and Rare Books and Manuscripts-as well as the Registrar, Installation, Exhibitions, and Publications Departments. Reporting to the Curatorial Project Manager and working closely with the Chief Curator, the Senior Administrative Assistant provides a high level of administrative and clerical support to all aspects of curatorial affairs in the Curatorial Division.The Senior Administrative Assistant oversees and coordinates administrative and office activities, schedules meetings, answers and screens calls, and answers emails. The postholder drafts and edits correspondence, including loan requests and letters to donors; tracks, distributes, and files correspondence; enters information into spreadsheets and TMS; provides updates on the status of curatorial projects, and assists in the preparation and implementation of schedules for exhibitions.The postholder helps to monitor budgets and works closely with the Business Office to initiate, set up, and track contracts and payments to external vendors, guest curators, and other contractors. The postholder oversees, tracks, and follows up on the processing of contracts across multiple projects, and has the foresight to identify the need for future contracts. In addition, the postholder coordinates the travel and accommodation arrangements for members of the department and external guests, organizes itineraries and hospitalities, and makes departmental budget projections for all travel and accommodation. In addition the postholder is responsible for day to day clerical activities, including filing expense reports, ordering and maintaining supplies; sorting, screening, and distributing mail and e-mail; completing forms; composing and proofreading correspondence; photocopying material; and assembling packages (e.g., contracts).Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.Preferred Education, Experience and Skills:Educational background or interest in art and culture; strong writing skills. Previous experience with Yale Oracle Business applications, including processing of all forms necessary to arrange payments and services.Posting DisclaimerThe 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.Compensation GradeLabor Grade DBargaining UnitL34 – Local 34 (Yale Union Group)Supervisory OrganizationYale Center for British Art – CuratorialTime TypeFull timeRequired Skill/Ability 1:Flexible and friendly team player with a professional phone/e-mail manner and the ability to work well with people in stressful situations.Required Skill/Ability 2:Proven excellent computer skills. Demonstrated proficiency with MS Office suite. Ability to easily learn museum-related computer applications. Demonstrated excellent writing, editing, and proofreading skills. Writing samples will be requested at the time of interview.Required Skill/Ability 3:Willingness and ability to acquire knowledge of the Center’s collection and of past exhibitions and publications.Required Skill/Ability 4:Demonstrated ability to prioritize and multitask. References must confirm an excellent attendance record. Meticulous attention to detail is required.Required Skill/Ability 5:Proven ability to work independently as well as in a team. Demonstrated administrative support skills.NoteYale University is a tobacco-free campusWage RangesClick to see our Wage RangesWork ModelOn-siteHealth RequirementsCertain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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