Imaging and Rights Assistant - New Haven, United States - Yale University

Yale University

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New Haven, United States

4 weeks ago

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Mark Lane

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Description

Imaging and Rights Assistant:

Yale Center for British Art
Imaging and Intellectual Property
88155BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L3
Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

1080 Chapel Street
New Haven, CT 06510

Work Model

Onsite

Position Focus:

The Imaging and Rights Assistant reports to the Head of the Department of Imaging and Intellectual Property. The department creates, shares, and preserves images of museum collections and activities, manages copyright and related rights for YCBA collections, and clears rights for projects across museum departments, including Collections Information Access, Communications and Marketing, Curatorial (including exhibitions), Design, Education, Events, Programs, Publications, Reference Library and Photograph Archives, and Research.
Specific duties: Receive, review, respond to and resolve requests for images and use. Promptly log incoming inquiries, and maintain spreadsheets and database records to track requests. Confer with staff across departments including Curatorial, Archives, and Study Room to handle and resolve complex inquiries. Identify new digitization needs. Share policies and procedures, and status updates, with clients. Deliver digital files along with captions, photo credits, and copyright notices. Draft and record YCBA permission agreements.
Secure copyright and related permission and assist with acquisition of images related to loans and exhibitions for reproduction in YCBA publications, website, press and related uses. Maintain image logs for assigned projects and publications. Pay invoices and ensure compliance with external agreements. Monitor and meet deadlines.
Assist with scheduling photography of museum collections. Communicate with the Installations, Conservation, Rare Books and Manuscripts, Paintings and Sculpture, Prints and Drawings, Archives and Study Room staff to confirm object availability and schedules. Draft work orders and related paperwork for photographers.
Schedule portrait and event photography with photographers and participants. Obtain signed releases from participants and/or provide photography signage for events.
Inventory, organize, and prepare material for digitization, scan material with appropriate equipment, and process files according to established procedures.
Complete data entry and data analysis projects. Research and record copyright status, contacts, and credits for artists and other rights holders in museum systems. Review and update metadata in the digital asset management system and release new digital images to the online collection catalogue. Assist with other department or division projects assigned.
May oversee student workers and interns.

Essential Duties

1. 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.

Required Education and Experience