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University of Rochester ESM Dean's Office Administrative Assistant - 217821 in Rochester, New York

ESM Dean's Office Administrative Assistant

Job ID

217821

Location

Eastman School Music

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 051 ESM Office of the Dean

Responsibilities

Position Summary:

Serves as administrative assistant to the Eastman School of Music Dean’s Office, which may include, but is not limited to: coordinating departmental administrative requiring knowledge of and experience with University and Eastman School policies, procedures, and practices. Assists the occupants of the Dean’s office by providing professional reception to guests of the office and professional interaction with faculty, staff, community members and University officials at all times. Fills in and provides back-up support for the Dean’s office Executive Administrative Assistant. Maintaining confidentiality of Dean’s office activities and information is essential.

Responsibilities:

Office Administration

  • Greeting guests/visitors of the Dean’s office

  • Assists with the planning, support and administration of specialized committee meetings

  • May process expense reports for Dean’s office occupants

  • File maintenance, regular purging of non-essential/outdated documents

  • Retrieves and sorts suite office mail

  • Assists with writing letters & correspondence via mail or email

  • Responsible for keeping office procedures/binders updated with input from the Dean’s office team.

  • Shares in the responsibility of answering Dean’s office phone calls, managing messages and providing only need-to-know information to callers.

Event Support

  • Assists with letters & correspondence via mail or email as necessary & in connection with specified events as directed.

  • Processes expense reports and requests for payment for events sponsored or coordinated by the ESM Events & Activities Manager

  • May assist with the creation of (via Word, Excel, PowerPoint, etc) and/or assembly of information for events, and/or creating binders or handouts for presentations or conference materials.

Calendar Management/Scheduling & Coordination of Meetings

  • Assists with managing time and calendars for the Executive Director of Operations and the Events & Activities Manager

  • Uses Outlook calendar to coordinate schedules of attendees, reserves rooms, sends preparatory meeting correspondence & documents to meeting attendees, and coordinates with facilities & technology for electronic needs and room set-up

  • Attends meetings as requested and records meeting notes/minutes

Additional Responsibilities

  • Stocks and orders office supplies for Dean’s Office and monthly maintenance of office p-card purchases.

  • Arranges for administrative and other services, space, equipment, and supplies as requested for various deans-office sponsored events.

  • Fills in and provides back-up support for the Dean’s office Executive Administrative Assistant during lunch breaks & time out of the office.

  • Special assistance or ad hoc duties as assigned

Qualifications:

College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience

Preferred Qualifications

  • A minimum of three years’ experience working in a high-profile environment, such as; an administrative assistant to a Dean, Corporate officer or other executive level preferred.

  • Must have strong interpersonal and diplomatic skills and the ability to communicate effectively to a broad constituency base.

  • Extended experience using Microsoft Outlook, Word, PowerPoint. and Excel.

  • Must display high-level organizational skills and the ability to work in a fast paced, multi-priority environment and work accurately with details.

  • Demonstrated ability to maintain confidentiality.

  • Interest and/or experience working in music environment is strongly preferred.

How To Apply

All applicants must apply online.

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