Collection Assistant

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Overview
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.

Collection Access and Research Support

• 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.

Collections Management and Documentation

• 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. 

Research and Exhibit Support

• 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. 

Operations and Administrative Support

• 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.

Required Skills and Abilities
1.    Self-directed with ability to take initiative and anticipate actions needed; excellent interpersonal skills; ability to deal pleasantly and effectively with the public. 
2.    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. 
3.    Well-developed written and oral communication skills with advanced Microsoft Office skills. Editing and proofreading skills. 
4.    Demonstrated cataloging skills, including experience performing data entry within The Museum System (TMS) collection management database, or a similar database.
5.    Demonstrated accuracy and strong attention to detail; meticulous organizational skills.

Preferred Skills and Abilities
1. Two years of related work experience in the same job family (i.e., museum, collections, or cultural heritage settings) and a bachelor’s degree in a related field required; or an equivalent combination of experience and education with administrative duties and responsibility for handling works of art.

2. An MA with specialization in musicology, ethnomusicology, organology, art history, or material culture preferred. 

Physical Requirements
Demonstrated ability to ensure proper handling and special care of collection objects. Demonstrated physical ability and willingness to handle boxes and objects up to 50 pounds. 

Principal Responsibilities

1. Develops and modifies operational systems, educational programs and related teaching aids. 2. Serves as a principal source of information to the public, visiting scholars and students. 3. Explains and describes the collection and available reference material through workshops, lectures and in response to inquiries. 4. Prepares and monitors budgets, grants and financial material related to particular collection and exhibits. Maintains the order of and ensures the special care, security and proper user handling of collection or educational programs. 5. Identifies and implements conservation programs for collections. Reconstructs, repairs, and restores art/specimens using preservation and conservation techniques. Catalogues and makes specialized identifications of new acquisitions. 6. Selects art/specimens for display. Prepares collection for exhibition. May assist with installing and dissembling exhibits. Conducts research related to the collections and exhibits. 7. Coordinates and assigns teaching schedules. Composes correspondence related to the collections and exhibits. 8. Oversees and instructs other support staff. 9. May collect specimens for use in exhibits. 10. Performs clerical functions incidental to museum activities. Required Education and Experience Two years of related work experience in the same job family and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Job Posting Date

08/04/2026

Job Category

Technician

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

On-site

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.

Health Requirements

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.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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.

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.

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.