Operations Assistant

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

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

Work Location

Central Campus

170 Whitney Avenue
New Haven, CT 06511

Work Model

On-site

Reporting to the Assistant Director of Facilities, provides logistical assistance in support of all Museum events and operations, and supports shipping and receiving activities for a three-building complex that includes the Peabody Museum.

Provides logistical assistance to Events, Director’s Office, and Operations staff to support the many onsite events held at the Museum. Tasks include furniture set-up, relocation, and take-down; room reconfigurations; coordinating load in/out for catering and rental deliveries; greeting and escorting guests/clients/vendors. Assists Manager of Events with event management as needed – ensures proper set up/close out of events in their absence.

Serves as point of contact for third party event setup contractors.

Receives and inventories incoming shipments from routine Fed Ex, UPS, USPS deliveries and coordinates freight and special deliveries. Uses barcode scanning equipment and software to track all incoming and outgoing material. Reviews parcels for shipment. Determines optimal method of shipping following best practices for collections, hazmat materials, and perishable materials. Checks and reports on condition of goods received or to be shipped.

Reports damaged or insufficient shipments.

Operates vehicles for pick-up and delivery of materials and collections; transports staff and visitors as needed; serves as courier for campus deliveries to/from Peabody Museum. Helps to maintain the Peabody Museum’s Cryo collection; ensures that liquid nitrogen levels are adequate and adds liquid nitrogen when needed. As a member of the Operations team, provides support as needed throughout the Museum. Maintains the order and security of event spaces, work areas, materials, and equipment;

may perform equipment repairs. Maintains logs and records of activities. Inventories supplies and emergency response materials. Performs clerical functions incidental to Events, Director’s Office, and Operations.

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Well-developed customer service, interpersonal, and communication skills.

Proficient with word processing, spreadsheet, and email software, e.g. Microsoft Word, Excel, and Outlook.

Demonstrated reliability, trustworthiness, and ability to maintain confidentiality. Ability to work a flexible schedule is required.

Detail oriented with good organizational skills and the ability to independently problem solve and prioritize work.

Ability to be certified and safely operate powered industrial vehicles including forklifts, stackers, and electric pallet jacks. Ability to safely move, setup, and takedown event furniture.

Familiarity with event logistics, furniture setup, event floor plans, and hospitality procedures.…