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University of Rochester Academic Affairs Administrative Asst - 217834 in Rochester, New York

Academic Affairs Administrative Asst

Job ID

217834

Location

Eastman School Music

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 051 ESM Academic Affairs

Schedule

8 AM-5 PM

Responsibilities

Position Summary:

Under general guidance and with significant latitude for independent judgment and initiative, serves as the principal assistant to the Senior Associate Dean of Academic and Student Affairs, the Associate Dean of Academic and International Affairs and Director of Institutional Research and Assessment, and the Academic Affairs Administrator, providing clerical as well as detailed administrative support. Individual has regular contact with faculty, students, administrative staff, and parents. Individual handles highly confidential and sensitive information and is responsible for monitoring their own performance on assigned tasks, prioritizing assignments independently to ensure completion in a timely manner.

Responsibilities:

Serves as primary contact for the Office of Academic Affairs, the Senior Associate Dean of Academic and Student Affairs, and the Associate Dean of Academic and International Affairs. Provides a welcoming presence to all visitors to the Office; screens all telephone calls for the Deans. Manages the calendars of the Deans, choosing or recommending between competing demands and referring matters to be handled by others. In conducting daily activities, interacts and communicates clearly on the telephone, through e-mail, and in person with all levels of University administration, faculty, students, staff, and parents; University Health Service and University Counseling Center services; and representatives from national and international academic institutions; as well as the general public.

Total responsibility for, coordination and oversight of, and managing to completion, the processes for the following:

  • Eastman Conservatory Exchange Program

  • Eastman Departmental Diversity Initiative

  • Professional Development applications and awards for faculty and students

  • Three cycles of grant applications; includes preparation of materials for committee review, communication with grantees, and financial management of awards and budget

  • Prize and award recognition programs, including the annual Celebration of Creativity and Scholarship for faculty

Counsels, coordinates and directs faculty and students throughout each program and application process.

Schedules, coordinates and oversees a broad range of specialized committee meetings and other general meetings originating with the Senior Associate Dean and the Associate Dean. Proactively maintains long-range planning calendars. Anticipates the needs for and obtains background material for meetings. Prepares and distributes memos, agendas and meeting minutes as appropriate. Assists with the planning, support, and administration of regular meetings and events sponsored by the Office of Academic Affairs; including, but not limited to, meetings with:

Student Support Team: Associate Dean of Academic Affairs, Assistant Dean for Student Affairs, Assistant Director for Residential Life. Assistant Director for Student Activities, Academic Counselor, and Graduate Advisor; as well as individual meetings with Associate and Assistant Deans

  • Musical Arts Major Supervisory Committee

  • Academic Integrity Committee

  • Director of Summer Session

  • Associate Dean and Director of the Eastman Community Music School

  • Faculty member in charge of the Fulbright grant application and review

Provides support for the Associate Dean in the organization and storage of assessment data. Manages the design and distribution of survey tools and subsequent analysis and display of data. Assists the Associate Dean with preparation of required reports for the central administration.

Supports the Associate Dean in monitoring regular student academic progress. Notifies faculty and students of student emergencies and urgent issues. Processes requests for undergraduate student change of status (leave of absence, withdraw-al) according to School policies. Tracks and verifies student requirements for re-turn from leave of absence.

Provides Support for Related Programs

Faculty coordinators of multiple Certificates and Advanced Certificates

International Programs, including exchange students and Visiting Scholars

Activities related to Pi Kappa Lambda, the academic music honor society, including planning the annual induction ceremony in spring

Activities of the Eastman Performing Arts Medicine program

Office and Financial Management

Prepares routine letters, memos and other documents, often of a highly confidential nature, requiring insight and interpretation of policies and programs. Edits, prints and mails correspondence. Opens, sorts and appropriately distributes daily office mail. Manages the Academic Affairs Office website as well as the online Faculty Handbook.

Prepares Employee Business Expense Reports, Supplier Invoice Requests, and Request for Advanced Travel Tickets forms for the Senior Associate and Associate Deans and other supported programs. Assists in checking of ledgers and preparation of annual operating and capital department budgets. Monitors budgets for the Office of Academic Affairs and first-year Eastman Colloquium. Manages ordering and purchase of office supplies and other requested items; manages the office P-card. Maintains accurate records of office expenditures through UR Financials.

Other related duties as assigned.

Qualifications:

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

Preferred Qualifications

2-3 years of relevant administrative experience in an academic setting. Must demonstrate understanding of academic procedures. Must have the ability to write well, to edit, and to think critically. Must have advanced working knowledge of MS Outlook, Word and Excel; experience with Power Point and Workday/UR Financials is desirable. Must display high-level organizational and interpersonal skills as well as the ability to maintain confidentiality and work accurately with details. Interest in music is a strong asset.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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