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University of Rochester Administrative Assistant - 227953 in Rochester, New York

Administrative Assistant Job ID 227953

Location The College Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Arthur Satz Dept of Music


8:30 AM-5 PM


First point of contact for anyone with the CMD. Normally available in office 40 hours per week.

  • Handle all basic inquiries and routes ones requiring more detailed information to appropriate party, whether within department or elsewhere in the University. Respond in timely manner to regular e-mail requests from prospective students & families, current students, faculty, staff, administration, alums, and non-University individuals. Serve as primary liaison for ASE Dean's Office, Graduate Student Office, Registrar, Bursar, etc.

  • Work with prospective students and their parents, via phone, e-mail, and in person. Answer questions, provide material (e.g. maps, directions, course lists), give overview of music opportunities on both River Campus and at Eastman, arrange for appointments with specific faculty members and/or current students, arrange for visitors to observe classes.

  • Work with current students (majors, minors, clusters, students taking music courses). CMD normally has 600+ students enrolled in courses each semester, along with an additional 500­–600 in our ensembles each semester. Walk-ins with questions are ongoing.

  • Work with alumnae and alumni as needed (e.g., coordinating visit of alumnus Daniel Israel to speak at Meliora Weekend; working with large group of Musical Theater Workshop alums for reunion, etc.)

  • Work with teaching assistants (typically 20+ annually).

  • Work with adjunct faculty (varies, but 10 is a normal number).

  • Work with full-time faculty, currently (September 2019):

  • 6 tenured or tenure-track

  • 1 visiting assistant professor

  • 3 full-time non-tenure-track

  • Keep faculty apprised of deadlines, opportunities, events, requirements, etc. Nudge as needed.

  • Maintain departmental list-serves for majors and minors.

  • For majors:

  • maintain records of all majors and their degree tracks

  • initial advising for each major and then assignment of each student to specific faculty advisor based on track/interests/etc.

  • assist with both short-term and long-term academic planning

  • degree audits (senior audits, final degree audits, other as needed)

  • regular computation of departmental GPA (used by faculty)

  • work with students on special projects, e.g. Senior Showcase

  • Handle all academic records of department.

  • Assist with major/minor declarations.

  • Coordinate cluster exception forms (a constant in Music) and transfer credit requests. Review and recommend decisions on cluster exceptions and transfer credits for final chair approval.

  • Handle all faculty searches (job description, HRMS, Fort, advertising, initial Skype interviews, all aspects of campus visits, reimbursement, etc.).

  • "Onboard" all new faculty, both in terms of official entry to University and in regard to components of moving, housing, etc.

  • Handle all contract renewals.

  • Handle all tenure cases.

  • Handle all promotions.

  • Handle all faculty leave requests.

  • Prepare all HRMS data/forms for faculty and staff.

  • Hiring

  • Change forms

  • Extra compensation

  • Prepare and mail yearly contracts.

  • Prepare adjunct budget/TA budget. Anticipate and communicate needs based om previous course enrollments, faculty leaves, and other relevant factors.

  • Work with Eastman on correct assignment of TAs (a time-consuming process, as Eastman does not always provide TAs appropriate to our needs at first request).

  • Meet individually with all TAs to tour department, coordinate office space, parking, keys, etc.

  • Working with registrar and faculty, prepare course listings and room assignments for Fall and Spring semesters; balance conflicting faculty/student/space needs as much as possible. Monitor course offerings to ensure sufficient course availability for major, minor, and cluster requirements.

  • Add, delete, modify, re-schedule, and cross-list courses as needed.

  • Update cluster offerings annually.

  • Coordinate CMD course offerings for summer session.

  • Coordinate faculty meetings; prepare agenda; pursue action points as needed.

  • Schedule and arrange for upkeep/maintenance of Dewey rooms controlled by CMD (and remind faculty/TAs to turn off equipment, close & lock rooms). Coordinate with classroom tech as needed. Because of the nature of our work, scheduling is ongoing, as short-term needs for rehearsals, sectionals, and meetings present themselves regularly.

  • Schedule faculty use of non-Dewey rooms as needed (e.g. Chapel for special classes).

  • Serve as liaison with facilities.

  • Supervise student employee.

  • Supervise access to departmental library.

  • Schedule CMD's three parking spaces among adjunct faculty and TAs.

  • Arrange for parking for CMD visitors.

  • Arrange for food for concert/talk receptions as needed (sometimes shared with other Administrative Assistant).

  • Prepare and post announcements both physically and electronically (e.g. summer performance opportunities, new cross-listed classes).

  • Update/modify/replenish department literature regularly. Create and provide material for website as needed.

  • Serve as Office Manager, with all ordering and maintenance of supplies/equipment, including photocopy machine. Coordinate copier use and service. Prepare work orders for department spaces as needed.

  • Order keys for offices & practice rooms.

  • Distribute the above (100+ practice room keys annually).

  • Attend appropriate academic and advising fairs; arrange for appropriate faculty/student attendance; prepare all literature; advise as needed.

  • Coordinate annual "Symphony and the Poem" contest with English department.

  • Handle all aspects of graduation ceremony:

  • Departmental prizes and awards (coordinates selection, arranges for certificates, checks, engraving, etc.)

  • Picks up diplomas.

  • Arranges for catering.

  • Interact with event support as needed.

  • Confirm and communicate faculty duties and participation.

  • Coordinate student performers and speakers.

  • Make and print programs; arrange for ushers.

  • creates pre-ceremony PowerPoint (images of ensembles, graduating students, historical moments, etc.)

  • Arrange for special events/memoria as needed (e.g., memory book for recent faculty retirement based on contacting faculty, colleagues, students, alum, friends & coordinating all material received)

  • Responsible for knowledge of and ensuring compliance with all regulations governing faculty, staff, and students as they pertain to the department.

  • Assist Chair as needed on all ad hoc business.

    How To Apply

All applicants must apply online.

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