Current Opportunities

Senior Administrative Assistant, Collections (#72990BR)

Position Focus:

Reporting to the Deputy Director and Chief Curator at the Yale Center for British Art, the Senior Administrative Assistant provides high level administrative support for the activities of the Deputy Director and Chief Curator and the programs and projects of the Curatorial Division.

Essential Duties: Provides administrative assistance to the Deputy Director and Chief Curator, including overseeing the Deputy Director and Chief Curator’s calendar; scheduling meetings, taking notes, tracking agendas and action items; screening calls and emails; handling correspondence. Tracks budgets, sets up contracts and payments that pertain to the Curatorial Division. Arranges travel for the Deputy Director and Chief Curator and incoming guests. Responsible for general office related activities such as ordering office supplies, mail, assembling materials, including contracts, for the department. Creates production and implementation schedules for all exhibitions and displays. Develops and oversees master schedule for Curatorial Division activities using project management software e.g. Airtable. Maintains master schedule to track and communicate activity including: movement of art, floor closures, project deliverables. Sends reminders and schedules meetings. Tracks workflow for exhibition implementation and deliverables including checklists, loan letters, labels, budgets, case-work. Coordinates planning meetings, prepares agendas, writes, circulates and tracks action items and follow ups. Maintains schedule of project milestones and sets up interdepartmental meetings accordingly. Proactively provides updates to departments. Uses foresight to flag deadlines. Ensures that all exhibitions have a contract and that contracts are updated if parameters change.

Supports logistics for traveling exhibitions: aggregates exhibition materials and provides background info to the Deputy Director and Chief Curator on museums for potential exhibition tours. Supports the Deputy Director and Chief Curator’s projects – assembles bibliographies and research materials, helps in the preparation of PowerPoint presentations and in organizing ad hoc projects initiated by the Deputy Director and Chief Curator. Monitors curatorial pages of website and directs workflow for updates with curatorial departments. Assists the Deputy Director and Chief Curator in realizing curatorial projects on the website.

Organizes exhibition files and documents on shared drives.

Essential Duties

1. 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 Experience

Six 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 Associates degree; or little or no work experience and a Bachelors degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Flexible team-player, with a professional and friendly manner.  Excellent communication and interpersonal skills. Willingness and ability to work occasional evenings and weekends.

Required Skill/Ability 2:

Reliable, organized and pro-active. Demonstrated ability to work well independently and as part of a team.  Ability to prioritize tasks and work to tight deadlines. References must confirm punctuality and reliability with an excellent attendance record.

Required Skill/Ability 3:

Demonstrated excellent computer skills.  Intermediate proficiency in MS Office, and ability to master new computer applications, as needed.

Required Skill/Ability 4:

Demonstrated excellent writing, editing and proofreading skills. Writing samples will be required. Meticulous attention to detail is a must.

Required Skill/Ability 5:

Willingness, ability and interest to acquire knowledge of the Center's programs and mission.  Demonstrated ability to acquire and maintain knowledge of University business protocols and Business Office procedures.

Salary: $55,750 (Compensation Grade D – Bargaining Unit Local 34 (Yale Union Group)
Type: Full time
Apply: Online at
(STARS #72990BR)

Salary Range: 

About This Job

  • Yale Center for British Art
  • New Haven, CT
  • Category: Professional
  • Salary Range: 55,750
  • Posted: May 9, 2022