Building and Preservation Projects Assistant

Building and Preservation Projects Assistant Yale Center for British Art - Finance & Administration 86349BR University Job Title Senior Administrative Assistant Bargaining Unit L34 - Local 34 (Yale Union Group) Time Type Full time Duration Type Fixed If Fixed Duration, Period 2 years from date of hire If Fixed Duration, is continuation possible? No Other Fixed Duration Date 29-Jan-2026 Compensation Grade Labor Grade D Wage Ranges Click here to see our Wage Ranges Searchable Job Family Secretarial Total # of hours to be worked: 37.
5 Work Week Standard (M-F equal number of hours per day) Work Location Central Campus Worksite Address 1080 Chapel Street New Haven, CT 06510 Work Model On-site Position Focus: The Yale Center for British Art seeks full-time support in the Division of Finance and Administration to assist with projects related to the next phase of building conservation.
Reporting to the Building and Preservation Project Manager, the ideal candidate will coordinate organization and uploading of complex project files to a new project management software; the person in this role will gather and organize relevant project data including financial estimates and budgets; help coordinate internal communications specific to the building projects; and attend on-site project meetings.
Schedule meetings, site visits and architectural tours with multiple stakeholders.
Meetings can vary from one-on-one check-ins to twelve-person project team meetings; scheduling often.
involves outreach to stakeholders and coordinating complex calendars to find an available time.
Email Security with names of external visitors prior to their arrival.
Meet and escort external visitors to appropriate meeting spaces.
Attend meetings and draft meeting notes with special focus on capturing actionable items and the stakeholder responsible for them with little to no direction.
Distribute meeting minutes to team stakeholders via email; help project manager track the completion of tasks assigned week-to-week.
Save meeting minutes on YCBA shared drive, post to SharePoint and Monday.
com (project management software).
Assist in updating project management platforms (Shared Drive, SharePoint, and Monday.
com) to reflect current project status.
Prompt the project manager about status of team tasks; track uncompleted tasks in project management software.
Track and document design team approvals.
Track project manager’s calendar, adjusting meeting conflicts as they arise.
Prompt project manager to perform weekly look ahead to determine the necessary documentation to be send to project team ahead of meetings.
Prepare and send meeting agendas in advance of meeting.
Gather information and documents as directed by Building and Preservation Project Manager; complete tasks across a variety of departments (e.
g.
request and gather archival information from YCBA or Yale archives, ask Architect to send over needed drawing, print floor plans).
Track and document design team approvals.
Work with Building and Preservation project manager to save and organize the museum’s Shared Drive, primarily storing design documents and project documentation.
May perform other duties as assigned.
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 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.
Required Skill/Ability 1: Cover letter required.
Organized, self-directed, ability to take initiative, problem solve, and exercise independent judgment.
Flexibility in handling assignments.
Required Skill/Ability 2: Disciplined follow-up skills and strong attention to detail.
Ability to prioritize tasks and work to tight deadlines.
Required Skill/Ability 3: Exceptional written, oral, interpersonal, and presentation skills, the ability to effectively interface with various project stakeholders.
Flexible, collaborative, and proactive communication skills.
Required Skill/Ability 4: Demonstrated excellent writing, editing and proofreading skills.
Demonstrated excellent computer and technology skills.
Intermediate proficiency in MS Office, and ability to master new computer applications.
Required Skill/Ability 5: Ability to acquire and maintain knowledge of university business protocols and YCBA Business Office procedures.
Willingness, ability, and interest to acquire knowledge of the YCBA’s programs and educational mission.
Preferred Education, Experience and Skills: Experience with Monday.
com.
Drug Screen No Health Screening No 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.
COVID-19 Vaccine Requirement The University maintains policies pertaining to COVID-19.
All faculty, staff, students, and trainees are required to comply with these policies, which may be found here: https://covid19.
yale.
edu/health-guidelines Posting Disclaimer 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.
EEO Statement: University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans.
Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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