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Overview:

The Student Programs Administrative Assistant (SPAA), reporting to the Director of Student Programs, mainly supports the staff and initiatives of the Student Programs Office. Primary responsibilities include scheduling visits, tours, field trips, meetings, and other gatherings/occurrences; arranging resources for these visits and gatherings; record-keeping; and compiling and communicating information. The SPAA will be involved in logistics of events, symposia, conferences, lectures, and other programs managed by the Student Programs Office and other YPM departments. The SPAA will work with the Office of Visitor Experience and Special Events to manage and maintain the Peabody’s scheduling and booking software and will provide support to users of this software across the museum. As needed, the SPAA will provide support for scheduling meetings, events, classes, and other activities into Peabody spaces for other Peabody departments.

At the Yale Peabody Museum we are working on Diversity, Equity, Accessibility, and Inclusion institutional priorities so that we can learn to better serve our communities, amplify marginalized voices and perspectives, and create a welcoming and inclusive environment for all. The ideal candidate will be ready to share their experience with and interest in contributing to this work. Please address in your cover letter how Diversity, Equity, Accessibility, and Inclusion relate to your professional experience and goals.

Essential Duties:

• Schedules Yale courses and student groups into YPM classrooms and studios

• Schedules student and staff-led tours for Yale courses and student groups; may assist with scheduling student-led tours for the public

• Schedules Yale class and student group visits to galleries, and works with YPM staff to arrange gallery tours

• Serves as an administrator of YPM room scheduling software with full access to the internal master calendar

• Reviews and approves/declines requests from YPM staff, curators and affiliated students to use YPM spaces managed by Student Programs; reviews requests for other YPM spaces as needed

• Assists with other Museum room and program scheduling as time allows

• Works with YPM staff to coordinate equipment, technology, and other support needs for class visits, tours, field trips, meetings, and other gatherings/occurrences

• Supports same-day and multi-day field trips for Yale courses and student groups that take place outside of Yale’s downtown campus by arranging, or working with YPM staff to arrange, transportation, accommodations, and materials and supplies

• Works with Student Programs and Visitor Experience staff to schedule and arrange logistics for YPM student-organized/led events, symposia, conferences, lectures, and other programs; assists with other primarily student-facing or internal YPM programs as time allows

• Works with YPM staff to coordinate movement of collections to YPM spaces for study

• Assists with purchasing, processing invoices, and preparing expense reports for Student Programs

• Works with the Academic Coordinator to keep records of course visits, tours, field trips, student involvement, and other related activities

• Communicates with students and faculty about Student Programs initiatives

• Supports and assists Student Programs staff with logistics and scheduling involved in the Summer Internship Program

• Responds to or forwards Student Programs website queries and answers phone calls

• As time allows, helps set up, staff, and break down internal YPM events and student-facing events and programs

Required Skills and Abilities
1. Ability to communicate effectively and diplomatically in written and verbal forms with faculty, staff, and students. Proven ability to use a broad range of advanced features of word processing, data management, and presentation programs on a PC including Word, Excel, Outlook, and PowerPoint.

2. Ability to quickly learn and implement new software, policies and procedures, and to help develop new procedures, strategies and systems for scheduling and organizing a large and complex suite of events and programs. Ability to work cross-departmentally to assist with events and programs.

3. Proven proficiency in an administrative support role.  Ability to exercise discretion and sound judgment in scheduling, fielding inquiries and handling requests.  Ability to work efficiently in a fast-paced, deadline driven environment and manage multiple priorities.

4. Excellent interpersonal skills as well as a demonstrated ability to work well and collaboratively with a wide range of people. Excellent customer service skills.

5. References must indicate exceptional attention to detail, accuracy and confidentiality, and a documented track record of excellent reliability and attendance.

Preferred Skills and Abilities
1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
3. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
5. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

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 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.

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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. 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.

Health Requirements

Certain 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.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.