University Job Title: Senior Administrative Assistant and Conservation Coordinator
Art Gallery Title: Senior Administrative Assistant and Conservation Department Coordinator
Compensation Grade: C&T Labor Grade E
Employment Status: Full Time
Worksite Address: Yale West Campus
Reporting to the Chief Conservator and supporting a team currently comprised of eleven full-time and durational staff members, the Senior Administrative Assistant and Conservation Coordinator will provide a high level of administrative support to the Yale University Art Gallery’s Conservation Department. To schedule, communicate and coordinate the work of the department, the position will liaise with staff across the Yale University Art Gallery, including registration, exhibition, collections, curatorial, education, business office, and advancement, as well as other Yale units.
The Senior Administrative Assistant and Conservation Coordinator oversees and coordinates administrative activities; schedules meetings and represents the department at meetings as needed; maintains agendas and takes and distributes notes; manages digital and physical departmental recordkeeping; and oversees departmental procurement processes and needs. The position researches and orders equipment, materials, and supplies; maintains electronic and paper filing systems; enters information in the collections-management database; manages historical photos and digital image files; tracks the movement of artworks; maintains conservation schedules and helps formulate various timelines related to loans, exhibitions, rotations, and long-term conservation projects in close collaboration with exhibition and registration; helps assemble, track, and reconcile departmental budgets and works closely with the Business Office to initiate and monitor contract procedures and the payment of invoices; coordinates travel and accommodation for members of the department, as well as for visiting colleagues and students as needed. In addition, the position will be instrumental in organizing historical and archival conservation material—following the YUAG’s archivist guidelines—and will assist with the department’s educational program by helping to plan workshops, symposia, events, and classes.
This position is strictly administrative and does not entail conservation work.
1. Oversees and coordinates administrative, program, and office activities. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Acts as liaison to the Business Office and processes all conservation paperwork related to invoices, purchase orders, card statements, expense reports, check requests, deposit slips, and travel arrangements. Prepares requisition forms, check requests, employee reimbursements. Monitors and reconciles financial statements and monthly budget reports. Oversees the preparation of materials for grants, contracts, and budgets.
3. Prepares, and edits correspondence, reports, manuscripts, and other material. Assembles attachments and corresponding material.
4. Maintains equipment records, inventories, licenses, warranties, schedules repairs, and researches conservation materials and equipment as advised. Orders and maintains inventory of supplies.
5. Maintains office calendar and conservation files. Composes correspondence related to outside inquiries as well as within the Gallery. Answers and screens telephone calls, takes messages and provides information to outside inquiries.
6. Attends Museum Database (TMS) user meetings and works with existing software (TMS and TMS Conservation Studio) to locate objects, input conservation images and reports as advised. Maintains file records for the departments. Compiles and maintains conservation documentation both written and photographic (digital, paper, slides, and x-ray films). Generates paperwork to place orders for conservation photo request and prints labels for filing. Compiles and maintains databases for projects such as environmental monitoring, insect pest management.
7. Attends loan meetings, tracks loan proposals, locates objects for assessment. Monitors the progress of Registrar and conservator’s condition decisions. Updates calendar notifications relating to Outgoing Loan deadlines, including conservation technician’s areas of responsibility. Assists conservator with developing conservation workflows and submitting Request Art Movement (RAM) forms to move artworks for Conservation.
8. Maintains Conservation department schedules and activities and helps coordinate conservation activities with other departments.
9. Oversees and instructs other support staff including bursary students. Acts as Secondary approver on bursary time sheets. Helps with onboarding of new temporary and permanent staff members in collaboration with HR.
10. Schedules and coordinates travel arrangements. Assists in organising workshops, conservation classes, group visits to the lab, and small symposia.
11. Maintains conservation library and archive, ensuring that they are accessible and searchable to conservation staff, students, and outside scholars.
12. Maintains YUAG Conservation laboratory safety records, Safety Data Sheets (SDS), chemical purchase logs and maintains general labs inventory. Maintains and orders office supplies for Conservation.
13. Performs other duties as assigned.
Required Education and Experience
Six years of related work experience in the same job family, and a bachelor’s degree.
- Self-directed with the ability to take initiative. Excellent interpersonal skills. Interest in art and thinking visually, as well as good descriptive writing skills.
- Experience working with groups of people across numerous departments, using different skill sets.
- Demonstrated accuracy and strong attention to detail. Superior organizational skills and time management.
- Positive attitude that supports department’s goals. Ability to regularly exercise discretion and independent judgment and to be a team player.
- Adaptability: Willingness to learn new software through training– i.e., TMS and Conservation Studio.
- Expertise with Microsoft Office: Word, Excel, Outlook and PowerPoint; High level of competency with Adobe Photoshop. Desired but not required knowledge of The Museum System (TMS) database.
To apply, please go to Yale University STARS https://your.yale.edu/yale-link/stars-external-applicants job Requisition 85368BR.
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