Reporting to the Curator(s) of Numismatics, provide a high level of administrative, clerical, and technical support as well as act as an initial source of information and access to the collection of Numismatics for the public, visiting scholars, faculty, and students.
Essential Duties of Position
- Serves as the initial source of information on the Numismatics collection to visitors, students, donors, and visiting scholars, following numismatic ethical guidelines.
- Act as liaison to the Business Office, the Registrar’s Office, and other internal departments as required. This includes: paperwork related to invoices and the collection, check requests, deposit slips, Expense Management Systems (EMS) and WorkDay reports, P-Card transactions, EMS (Event Management System), travel arrangements for staff and visitors, requests for service orders, etc.
- Maintains department files, library, and subscriptions. Takes notes & maintains a log of department activity, attends relevant Gallery meetings. Responsible for oversight of general office supplies as well as maintenance of all office equipment in the department. Perform clerical functions incidental to department activities.
- Maintain meticulous order of the collection, with particular attention to detail.
- Ensure the special care, security, and proper user handling of collections and exhibits.
- Conduct detailed research, photography, identification, classification, and cataloguing related to the collections and exhibits.
- Serve as a TMS user to department and other staff members at the Art Gallery. As such, develop TMS database, attend weekly meetings, and train Art Gallery students on usage of TMS. Identify problems with collection database and proposes and implements solutions. Undertake the creation of new object records and review/maintain entries for accuracy and accountability. Run object lists and queries.
- Coordinates multiple student employment opportunities, which include internships, fellowships, graduate researchers & bursary students, by managing the job posting, application, interview schedule & hiring processes & the ongoing scheduling of & payment to those candidates once hired by the department.
- Oversee and instruct bursary students for clerical work and basic collection care.
- Compose correspondence related to the collections and exhibitions, including loan agreements and exhibition materials.
- Obtain security clearance for visitors and accompany visitors to secured storage areas including showing and handling of artwork.
- Facilitate object use for classes and other visitors.
1. Develops and modifies operational systems, educational programs and related teaching aids. 2. Serves as a principal source of information to the public, visiting scholars and students. 3. Explains and describes the collection and available reference material through workshops, lectures and in response to inquiries. 4. Prepares and monitors budgets, grants and financial material related to particular collection and exhibits. Maintains the order of and ensures the special care, security and proper user handling of collection or educational programs. 5. Identifies and implements conservation programs for collections. Reconstructs, repairs, and restores art/specimens using preservation and conservation techniques. Catalogues and makes specialized identifications of new acquisitions. 6. Selects art/specimens for display. Prepares collection for exhibition. May assist with installing and dissembling exhibits. Conducts research related to the collections and exhibits. 7. Coordinates and assigns teaching schedules. Composes correspondence related to the collections and exhibits. 8. Oversees and instructs other support staff. 9. May collect specimens for use in exhibits. 10. Performs clerical functions incidental to museum activities.
Required Education and Experience
Two years of related work experience in the same job family and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1:
Self-directed; ability to take initiative, anticipate actions needed; excellent interpersonal skills. Ability to regularly exercise discretion and independent judgment and to be a team player in an active office environment. References should demonstrate excellent attendance and reliability.
Required Skill/Ability 2:
Well-developed written and oral communication skills; proven ability to communicate in a professional manner. Demonstrated accuracy and strong attention to detail; superior and meticulous organizational skills.
Required Skill/Ability 3:
Ability to juggle multiple tasks and meet demanding deadlines with limited notice. Demonstrated editing and proofreading skills.
Required Skill/Ability 4:
Ability to work well under pressure. Positive attitude that supports department’s goals.
Required Skill/Ability 5:
Proven proficiency with Microsoft Office, in particular, Excel and/or Access. Demonstrated ability managing and editing large set of data (in a systematic manner). Ability to work and travel between the Gallery’s Wurtele Center on Yale’s West Campus and 1111 Chapel St. locations as needed.
Preferred Education, Experience and Skills:
Bachelor's degree in History, Economics, Anthropology, or related field. Master’s degree in relevant field. Museum training or comparable museum experience. Reading knowledge of foreign language(s).
Ability to safely lift up to 25 lbs and handle objects of art.
Weekend Hours Required?Occasional
Evening Hours Required?
Background Check Requirements
All 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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
The 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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: firstname.lastname@example.org.
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