Executive Administrator to the Dean, ESM

Rochester, NY

POSITION SUMMARY:

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. Communicates with senior-level administration, faculty and staff within, and outside of the school and the university, as well as corporate, foundation, governmental and community leaders. Assists the Eastman School of Music Dean, by providing professional representation for them and the department and interacts 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.

TYPICAL DUTIES:

Management of Schedule and Meetings

  • Manages time and calendars for the Dean 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, and preparing itineraries.

  • Ensures that travel, itinerary and accommodations are clearly communicated in advance for as smooth as possible travel.

  • Coordinates arrangements for invited visitors to the Eastman School.

Executive Administrative Support

  • May attend leadership meetings and take meeting minutes for documentation & future use.

  • 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.

  • Drafts routine and non-routine correspondence, requiring insight and interpretation requiring signature by the dean.

  • Prepares electronic & hard-copy presentation material using power-point and other MS office suite software.

  • 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.

Financial and Budget management

  • Maintains departmental P-card expenses.

  • Orders supplies for office and other business needs as necessary

  • Reconciles monthly expenses

  • Processes invoices related to Dean’s travel, travel documentation, business meals, etc.

Other duties as assigned by manager

QUALIFICATIONS:

  • Bachelor’s degree required

  • A minimum of five years’ experience working in an executive administrative assistant capacity. Must have strong interpersonal and diplomatic skills and the ability to communicate effectively to a broad constituency base required.

  • Experience working in higher education institution required.

  • Experience working in a performing arts environment preferred

  • Extensive knowledge and proficiency with MS outlook, Word and PowerPoint and Excel required.

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

  • Demonstrated ability to maintain confidentiality and work accurately with details.

  • Interest in music is a strong asset.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $54,808 - $76,752 Annually

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.

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Location: Eastman School Music
Full/Part Time: Full-Time
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