Executive Support Administrator to the Dean, ESM

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

26 Gibbs Str, Rochester, New York, United States of America, 14604

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

300011 ESM Office of the Dean

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

GENERAL PURPOSE:
Serves as principal assistant to the Eastman School of Music Dean, coordinating departmental administrative details requiring knowledge of and experience with university and Eastman School policies, procedures, and practices including the preparation, management and appropriate follow-up for the daily affairs of the Dean. Manages the general office and related administrative services of the Dean's Office and manages projects assigned by the Dean. Communicates with senior-level administration, faculty and staff within the school and the university, as well as external partners, colleagues, supporters, volunteers, and government and community leaders on behalf of the Dean. Professionally represents the Dean’s office and the school in all interactions with faculty, donors, staff, board members, as well as community and corporate officials. Relays and frequently anticipates the deans’ instructions, preferences, concerns, and recommendations to leadership and staff. May also provide administrative support for other activities sponsored by the Dean’s office. This position requires discreet handling of highly sensitive and confidential information. This position creates a welcoming, inclusive environment for the Dean's Office suite and maintains an executive, professional presence to visiting colleagues, faculty and senior administrators.

ESSENTIAL FUNCTIONS

Management of Schedule and Meetings

• Manages time and calendars for the deans and determines scheduling among competing demands of time, referring matters to be handled by others and controlling access to the dean’s office.
• Schedules, coordinates, and oversees a broad range of specialized committee meetings and other general meetings originating with the deans.  Plans retreats and special events at the dean’s request by coordinating lunches, dinners etc., soliciting caterers, outside venues and utilizing Eastman campus locations. 

Management of Dean and Dean’s Guest Travel

• Manages/oversees the dean’s travel schedule, including arranging travel and accommodations.
• Ensures that travel, and accommodations are clearly communicated in advance for as smooth as possible travel.
• Prepares itinerary documents that are detailed and concise in one easy-to-read document.
• Coordinates arrangements for invited visitors to the Eastman School.

Executive Support

• May attend leadership meetings to assist in the organization and tracking of future action items.
• Manages administrative support functions for the deans, ensuring efficient and effective day-to-day office operations.
• Represents the department in requisitioning and arranging for administrative and other services, space, equipment, and supplies. 
• Prepares, coordinates, and manages a variety of large and small projects both independently and in collaboration with the dean. 
• Collects data and prepares documents for special projects, including long-range planning.

Project management

• Assists in planning, scheduling, and coordinating projects from initiation through completion under the guidance of leadership.
• Plans and makes all administrative arrangements for meetings and special events, This entails project management skills,
• arranging facilities and equipment, travel, living quarters and
• meals for any visitors; assists in the preparation of program
• literature; coordinates with service departments
• Coordinates project planning, and project contract management
• Provides pr