Publications Assistant

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Overview

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, PowerPoints, 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.

Required Skills and Abilities

1. Demonstrated attention to detail with strong proofreading and editing skills.

2. Proven excellent computer skills. Demonstrated ability with MS Office suite and ability to use databases including TMS (The Museum System). Knowledge of AirTable preferred but not required. 

3. Demonstrated ability to work well under pressure. Duties are deadline driven. 

4. Ability to monitor expenses, budget, and reconcile financial statements. 

5. Excellent written and oral communication skills. Ability to correspond by email and phone with image owners, authors, and others to discuss terms of contracts and other departmental matters. 

Preferred Skills and Abilities

1. Publishing experience.

Principal Responsibilities

1. Makes stylistic, structural, factual, and grammatical corrections. 2. Writes copy for publication and distribution. Composes other substantive correspondence and written material. 3. Maintains contact with authors, printers, faculty, staff, and others associated with publishing work. Confers with authors on content, form and style. 4. Recommends revisions to manuscripts and illustrations. Performs layout work. Tracks copy through editing and production stages. Coordinates production schedules and ensures that printing deadlines are met. 5. Prepares manuscripts for electronic editing; converts and codes text files. Oversees the preparation of materials for the budget. 6. Monitors expenditures and reconciles financial statements. Formats and maintains spreadsheets, databases, and other internal reports. Determines sources of data. 7. Compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports. 8. Formats, keyboards, proofreads, and edits correspondence, press releases, copy, manuscripts, reports, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates and signatures. Determines administrative, facility, and equipment needs for conferences and demonstrations. Assembles and arranges for necessary items. 9. Performs additional clerical functions incidental to office activities, including: greeting visitors, answering and screening phone calls, assessing nature of business, providing assistance, 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. 10. Oversees, instructs and coordinates the activities of support staff. Required Education and Experience BA/BS and two years of related experience in the same job family or in book publishing or related enterprise (magazine publishing, library, bookstore, newspaper, yearbook, public relations); or an equivalent combination of education and experience.

Job Posting Date

10/30/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff Fixed Duration (Fixed Term)

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 basedon 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 throughtheir 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.