University of Rochester ESM Dean's Office Administrative Assistant - 217821 in Rochester, New York
ESM Dean's Office Administrative Assistant
Eastman School Music
Full Time 40 hours Grade 051 ESM Office of the Dean
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.
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File maintenance, regular purging of non-essential/outdated documents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.
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
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
College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience
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.
EOE Minorities/Females/Protected Veterans/Disabled