Collection Assistant

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One of the foremost institutions of its kind, the Collection is committed to fostering an understanding and appreciation of musical instruments from all cultures and periods. Reporting to Curator, the Collection Assistant provides administrative and collections support and serves as primary point of contact for access to the Morris Steinert Collection of Musical Instruments, Yale School of Music for faculty, students, visiting scholars, and the public.

The role supports operations and collection use, care, and documentation.

• Serve as initial point of contact for inquiries from students, faculty, researchers, donors, and the public.
• Coordinate and accompany visitors for on- and off-site object study visits.
• Instruct visitors in proper object handling and viewing guidelines.
• Field inquiries related to collection research and potential acquisitions
• Liaise with donors, lenders, and dealers regarding collection access and object-related inquiries.
• Oversee circulating and playable collection requests and appointments with faculty and students.
• Schedule collection access in classrooms, galleries, concert space, and Collections Study Center.

• Track and support acquisitions, including gifts, purchases, and loans, in coordination with Development, Collection staff, and Business Office.
• Coordinate movement of objects between campus locations and external sites.
• Assist with condition checks upon receipt of objects and support cataloging, photography, registration, and conservation processes.
• Create and maintain records in The Museum System (TMS) database, including documentation and metadata such as measurements, photography, provenance, exhibition history, and bibliography.
• Support Collection inventory management and ensure accurate tracking of object locations.
• Collaborate with staff to assess and improve storage organization, including consideration of culturally sensitive practices.
• Assist with annual insurance-valuation updates for Risk Management.

• Conduct primary-level research related to collections and exhibits.
• Organize database object packages and generate reports from database for exhibits and periodic rotations.
• Assist in development and production of exhibit content and related materials.
• May assist conservation with treatments, as well as installing and deinstalling exhibits.

• Oversee daily office operations across both locations, including supplies, equipment, and service requests, in coordination with appropriate internal units or vendors.
• Maintain calendars, files, and departmental records.
• Coordinate travel, meetings, and hospitality for staff and visitors as needed.
• Act as liaison to Business Office.
• Process Collection expense reports and act as a delegate for curator and conservator as needed.
• Support Collection events, activities, and programming.
• Manage incoming and outgoing mail, packages, and subscriptions.
• Oversee maintenance and cataloging of departmental library.

Potential coverage for an occasional evening/weekend as needed.

• Self-directed with ability to take initiative and anticipate actions needed; excellent interpersonal skills; ability to deal pleasantly and effectively with the public.
• Ability to regularly exercise discretion and independent judgment and to be a team player in an active office environment. Ability to work well under pressure. Positive attitude that supports department’s goals.
• Well-developed written and oral communication skills with advanced Microsoft Office skills. Editing and proofreading skills.
• Demonstrated cataloging skills, including experience performing data entry within The Museum System (TMS) collection management database, or a similar database.
• Demonstrated…