<p>Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!</p> <p>Overview</p> <p>The Senior Administrative Assistant provides essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.</p> <p>Under the supervision of the Director of Visitor Experience, the Visitor Services Assistant is responsible for welcoming and greeting guests to the Gallery, performing all front-of-house functions, and delivering exceptional customer service. This role is integral to the Visitor Services Department, ensuring the highest level of visitor experience for all guests, including visitors, members, donors, students, faculty, and staff. As the first point of contact, the Visitor Services Assistant creates a positive first impression and represents all other departments as the Gallery's ambassador. Responsibilities include excellent communication and active listening skills, managing multiple tasks efficiently, and demonstrating patience, empathy, and a positive attitude while addressing visitors' concerns and promptly meeting their needs. Additional duties include opening and closing procedures, preparing cash reports for the museum store. Art history knowledge is preferred. Working weekends is required.</p> <p>Essential Duties include:</p> <ul> <li> <p>Act as the Gallery's front-line ambassador, engaging proactively with visitors, addressing their needs, and delivering superior customer service.</p> </li><li> <p>Greet guests at the information desk, and assist with special events, programs, and tours.</p> </li><li> <p>Inform visitors about the collections, exhibitions, membership, publications, and upcoming programs.</p> </li><li> <p>Provide excellent customer service by answering phones warmly and offering visitor guidelines and general information such as hours, events, tours, directions, parking, and accessibility.</p> </li><li> <p>Handle sales at the museum store and assist with online orders, inventory, stocking, and shipments.</p> </li><li> <p>Speak clearly and concisely to both large and small groups, adhering to the Gallery's talking points.</p> </li><li> <p>Respond to emails from the Gallery's general information account.</p> </li><li> <p>Assist security staff by answering questions via communication radio.</p> </li><li> <p>Supervise and train front desk student staff.</p> </li><li> <p>Keep accurate records of daily visitor attendance.</p> </li><li> <p>Maintain a clean, organized, and well-stocked information desk.</p> </li><li> <p>Perform additional duties as assigned.</p> </li></ul> <p>Schedule: 37.5 hours/wk.</p> <p>Wed: 7.5 hrs., 8:30am-5:00pm</p> <p>Thurs: 9.5 hrs., 8:30am-7:30pm</p> <p>Fri: 7.5 hrs., 8:30am-5:00pm</p> <p>Sat: 6.5 hrs., 10:00am-5:00pm</p> <p>Sun: 6.5 hrs., 10:00am-5:00pm</p> <p>Schedule includes working weekends, late Thursdays, holidays, and recess days when the Gallery is open.</p> <p>Required Skills and Abilities</p> <ol> <li> <p>Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.</p> </li><li> <p>Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).</p> </li><li> <p>Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.</p> </li><li> <p>Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.</p> </li><li> <p>Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.</p> </li></ol> <p>Preferred Skills and Abilities</p> <ol> <li> <p>Communication, Problem Solving and Conflict Resolution Skills: Convey information clearly and effectively, analyze issues to find effective solutions quickly, and effectively deal with conflicts and resolve visitor complaints.</p> </li><li> <p>Demonstrate Active Listening, Patience and Empathy with a Positive Attitude: Pay full attention to guests, understand their needs and feelings while responding appropriately; remaining calm and composed, especially when dealing with difficult situations.</p> </li><li> <p>Teamwork, Dependability and Technical Skills Ability to work well with others to provide excellent customer service, and demonstrate reliability and responsibility in fulfilling job duties. Availability to work weekends. Proficiency with Microsoft Office, Clover, and other technology relevant to the role.</p> </li><li> <p>Adaptability and Cultural Awareness Skills: Flexibility to handle various tasks, adapt to changing situations and understanding diverse cultural backgrounds while treating all guests with respect and sensitivity.</p> </li><li> <p>Multi-tasking and Attention to Detail: Managing multiple tasks efficiently without compromising the quality of service, and being meticulous in recognizing and addressing visitors' needs and concerns.</p> </li></ol> <p>Physical Requirements</p> <p>Ability to routinely lift 50 lbs.</p> <p>Ability to stand for long periods of time.</p> <p>Principal Responsibilities</p> <ol> <li>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. </li></ol> <p>Required Education and Experience</p> <p>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.</p> <p>Job Posting Date</p> <p>04/03/2026</p> <p>Job Category</p> <p>Administrative Support</p> <p>Bargaining Unit</p> <p>L34</p> <p>Compensation Grade</p> <p>Labor Grade D</p> <p>Compensation Grade Profile</p> <p>Hourly Range</p> <p>$31.83</p> <p>Time Type</p> <p>Full time</p> <p>Duration Type</p> <p>Staff</p> <p>Work Model</p> <p>On-site</p> <p>Background Check Requirements</p> <p>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.</p> <p>Health Requirements</p> <p>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.</p> <p>Posting Disclaimer</p> <p>The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.</p> <p>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.</p> <p>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.</p> <p>Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).</p> <p>Note</p> <p>Yale University is a tobacco-free campus.</p>