Publications Assistant, Yale Center British Art

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The Department of Exhibitions and Publications is responsible for the conceptualization, design, editing, and production of all catalogues and books published by the Yale Center for British Art. The Publications Assistant reports to the Head of Publications and is principally responsible for providing administrative and logistical support to the department; responds to queries from other departments, corresponds with external stakeholders, and coordinates the internal procurement process for the departments.

The incumbent assists with the acquisition of images, identifies image sources, and secures permissions to ensure contractual compliance while overseeing permission fee payments. The Assistant collects, labels and maintains the image storage. The Assistant is responsible for coordinating day-to-day operations; assisting, in collaboration with the Department of Imaging and Intellectual Resources, in the acquisition of images used in books published by the YCBA;

and other duties as assigned.

Provides administrative support to the Publications Department to support daily office activities, including departmental correspondence, maintaining calendars and departmental files, greeting visitors, answering and screening phone calls and email messages, responding to requests for information, screening and responding to mail, coordinating travel arrangements, scheduling and coordinating meetings and appointments, ordering and maintaining inventory of supplies, preparing and submitting departmental expense reports.

Formats, and assists with proofreading and editing of correspondence, press releases, copy, manuscripts, reports, Power Points, and other material. Assembles attachments and corresponding material. Fact checks checklists, captions, essays, and other content. Reviews outgoing material for completeness, dates, and signatures. Determines administrative, facility, and equipment needs for conferences, seminars, symposia, talks, launches, and demonstrations. Assembles and arranges for necessary items. Maintains contact with authors, printers, faculty, staff, and others associated with publishing work.

Prepares materials for the budget. Monitors expenditures and reconciles financial statements. Formats and maintains spreadsheets, databases, and other internal reports. Determines sources of data. Corresponds with contractors, Business Office, and Yale Procurement; tracks invoices from contractors and coordinates timely payment. Schedules and coordinates meetings and appointments. Take notes; summarizes and synthesizes information from/for meetings (including Publications Advisory Committee meetings). Maintains correspondence with YUP New Haven and London about stock, and about calendar and materials for publication launches.

Arranges and maintains book storage and deliveries, including maintaining inventory of book stock at West Campus and book stock in shop storage at YCBA; receiving and distributing YCBA titles; receiving and distributing PMC titles. Inventory maintenance and book distribution require some lifting and moving of boxes. Distributes comp copies to authors, volume editors, freelancers, and others on the YCBA Comp List.

Assists with onboarding of Publications staff, including student workers (Bartels, Graduate Research Associates) in consultation with HR and Business Office.

This is a 1 year fixed duration position with the possibility of continuation.