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 Skill/ability 1: Proficiency with standard office and collaboration software suites including Microsoft Office 365 (especially Excel) and Google Workspace.
Required Skill/ability 2: Familiarity with museum, library, and archives collection management systems. Familiarity with digitization and digital asset management systems. Flexibility and ability to quickly grasp new software and workflows.
Required Skill/ability 3: Excellent written and oral communication skills, organizational skills, and attention to detail. Understanding and ability to communicate applicability of copyright and related rights to YCBA collections, images, and activities. Positive attitude.
Required Skill/ability 4: Ability to solve problems, exercising discretion and good judgment. Ability to work independently and in a team setting, to independently handle and prioritize multiple tasks, to follow detailed procedures with minimal supervision, and to escalate inquiries when appropriate.
Required Skill/ability 5: Reliable attendance. Consistency and dependability in performing work assignments. Demonstrated ability to work efficiently and accurately in a detail- and deadline-oriented environment.
Preferred Education: Staff-level experience w/internal museum, library, & archives systems, including TMS, Voyager, Aeon, & ArchivesSpace as well as online public access catalogues; familiarity w/copyright law; rights clearance experience; collections digitization experience; proficiency w/digital editing & digital asset management software incl. Adobe Bridge, Photoshop, & NetX; bachelor's degree.
Work Week: Standard (M-F equal number of hours per day)
Posting Position Title: Senior Administrative Assistant
University Job Title: Imaging and Rights Assistant
Preferred Education, Experience and Skills: Staff-level experience w/internal museum, library, & archives systems, including TMS, Voyager, Aeon, & ArchivesSpace as well as online public access catalogues; familiarity w/copyright law; rights clearance experience; collections digitization experience; proficiency w/digital editing & digital asset management software incl. Adobe Bridge, Photoshop, & NetX; bachelor's degree. 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 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. About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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