(Part-time) Administrative Assistant, Curatorial Admin. & Collections at the Rubin Museum of Art
About the Museum
The Rubin Museum of Art located in the Chelsea, New York City area, explores and
celebrates the diversity and uniqueness of Himalayan art, ideas and culture across
history and into the present.
Through Himalayan art, cultures, and ideas, the Rubin serves as a guidepost to examine big questions of what it means to be human today with the intent of creating a more compassionate, resilient world.
With its globally renowned collection, the Rubin fosters understanding and appreciation of this extraordinary region by connecting its art and ideas to contemporary issues that are relevant in our visitors’ lives today.
Largely inspired by the philosophical traditions of Buddhism and Hinduism, the Rubin
offers innovative exhibitions and programs that examine provocative ideas across the
arts and sciences. In doing so, the Museum serves as a space for reflection and
personal transformation, opening windows to inner worlds so visitors can better navigate outer ones.
Within its five floors of galleries are several long-term rotating installations drawn from the permanent collection, including Gateway to Himalayan Art, Masterworks and our recently installed interactive Mandala Lab among others.
About the Position
The Administrative Assistant, Curatorial Administration and Collections (CAC) – PT is
responsible for providing administrative support across the department which
encompasses Curatorial, Collections, and Exhibition Design.
This is a part-time non-exempt position required to work up to 24 hours per week –
Mondays through Fridays. The incumbent reports to both the Registrar and Collections Manager.
Responsibilities:
Assists and supports CAC department with all administrative tasks.
Updates collections database (TMS) records and online database (emuseum) for
curatorial, collections management, and exhibitions
Assists in record keeping for collection management, registration and curatorial
including: object condition, loans, exhibitions, collection photography, the image
database, and others as assigned. Also assists in organizing exhibition design
files and records as assigned.
Assists with circulation, shelving, and cataloging of the Collections and Curatorial
library.
Coordinates key departmental meetings related to the Curatorial, Exhibitions and
Collections department through scheduling, booking meeting rooms, preparing
agendas through ASANA, minute taking, and follow up correspondence.
Coordinates department travel needs.
Assists in tracking departmental spending against budget, processes payments,
keeps cost centers informed of budget status, and alerts relevant managers of
potential budget issues
Orders and tracks supplies for various team members.
Responds to inquiries and drafts correspondence related to collections and
exhibitions via email and phone in a prompt and professional manner.
Manages digitization of collection, exhibition, and loan records.
Coordinates departmental intern interviews.
All other duties as assigned.
Qualifications:
High School Diploma or equivalent required
•1-2 years administrative experience preferred
Proficient in Microsoft Office applications: Word, Excel, Access, PowerPoint, and
One Note.
Experience with or the ability to learn specialized software systems is required,
including TMS and ASANA. Key skills include accurate data entry and generating
reports.
Must have excellent communication, organizational and interpersonal skills.
Highly organized and detail oriented.
Ability to work independently and facilitate teams of diverse personalities.
Must be able to effectively multitask in a fast paced environment.
Ability to understand and maintain the highest levels of confidentiality and
discretion.
Wage Rate: $17.00
Hybrid work model:
The Rubin is committed to a hybrid work from home (WFH) environment. Our current
hybrid model allows employees to work offsite as much as is practical based on their
job responsibilities and will stay in effect until possibly the end of August 2022. The
Rubin’s future WFH policy will allow employees to work offsite three (3) days per
week based on their job responsibilities and will take effect in September 2022 at the
earliest.
COVID-19 Vaccination requirement:
Newly hired employees are required to be fully vaccinated for COVID-19 (i.e.
have received both doses of a 2-dose vaccine OR a single dose of a one-dose
vaccine) and must provide proof once a job offer has been made.
The above definition of what it means currently to be fully vaccinated is based on
the definition from the Centers for Disease Control and Prevention (CDC).
Please provide the following as part of your application:
• Complete resume.
• A cover letter addressing both your interest in the Rubin Museum and your
qualifications for this position.
Application:
Please indicate Administrative Assistant, CAC Dept.- Part-time in the subject line
of email and in the body of the cover letter.
Application in electronic format preferred and accepted at
jobs@rubinmuseum.org.
Send application by mail to: The Rubin Museum of Art, 150 West 17th Street, New
York, NY 10011. Attention: Head of Human Resources Dept.
The Rubin Museum of Art is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, national origin, creed, disability, marital status, sexual orientation, or political affiliation.