Responsibilities

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• 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.
• 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.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
• 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.
• 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.
• Supporting website and digital projects by creating articles, videos, and multimedia formats that meet editorial standards; making website updates and creating events and webpages; coordinating and executing YCBA e-communications and e-newsletters; providing technical and production assistance for in-person and online programs, including facilitating livestreams on the museum’s YouTube channel and coordinating post-production processes (editing, closed-captioning, uploading); updating project management timelines; maintaining press databases and compiling targeted distribution lists; responding to public and media inquiries; and managing information and digital assets by maintaining image databases, ensuring compliance with YCBA intellectual property policies and procedures.
• Additionally, the postholder will provide administrative support to the communications, design, and editorial departments, including financial tasks such as processing invoices and setting up contracts, updating project management timelines, and calendar management.

Requirements

• Excellent written communication skills. Proven ability to edit and proofread, with a strong attention to detail. Writing sample will be required.
• Strong organizational and interpersonal skills. Demonstrated ability to work well independently and as part of a team. Ability to prioritize tasks and work to tight deadlines.
• Strong computer and technology skills. Intermediate proficiency in MS Office and familiarity with content management systems and CRMs. Ability to learn technical skills including managing website content, social media, email marketing software, and other programs.
• Skilled in supporting the preparation of communications and PR content and events, including gathering information and coordinating approvals for departmental materials.
• Proficient in providing administrative support, including calendar management, meeting coordination, event logistics, drafting correspondence and reports, and maintaining contact lists, databases, and filing systems.

Preferred

• Ability to learn new technical skills, including using video and audio equipment as well as website content creation; social media and email marketing software; and video editing software. Previous experience in a museum or cultural institution.

Benefits