PT OEI Office Assistant, ESM

Rochester, NY


Position Summary:

Provides clerical/administrative support to the OEI office at the Eastman School of Music (ESM). Possesses strong organizational skills with a high-level of independence and the ability to handle highly confidential information in a professional manner. Must have high-level skills in Microsoft Outlook, Excel, Word, Powerpoint, etc.



  • Answers office main phone line.

  • Greets walk-ins, answering employee questions as able, re-directing to correct locations, taking messages for office team, referring questions to the Director as appropriate.

  • Primary point of contact for office support: facilities requests, other business unit requests

  • Open / Close Center

Calendar coordination & Meeting set up

  • Assists with setting up individual and department meetings for Director

  • Coordinates/reserves conference space

  • Coordinates schedules and tasks of office student workers.

  • Sets up zoom and requests zoom carts or other technical equipment as needed.


  • Prints and prepares and distributes announcements, updates, and notices;

  • Creates and edits Email, letter and document as directed by managers.

  • Updates office processes & documents as directed

  • Maintains information/contact/distribution lists.


  • Assists with ordering supplies

  • Submits payments for vendors, special guests, etc

Mail Support

  • Picks up mail from Welcome Center

  • Sorts/Distributes to appropriate office personnel

  • Re-routes/sends mail to other internal & external organizations as necessary.

Events Coordination

  • Maintain supplies for space

  • Set-up / tear-down of special events

  • Coordination with food / supply deliveries


  • Organize student worker schedules

  • Approve and track student hours

  • Coordinate shift changes

Other duties as needed


  • Associates Degree in Business Administration or related discipline

  • Minimum 2 years’ experience in office administrative/clerical activities

  • Proficient with Microsoft Outlook, Excel, Word, PowerPoint

  • Excellent written and oral communication skills

  • Friendly & welcoming customer service attitude

  • Highly organized

  • Ability to multi-task

  • Excellent communication

  • Positive team partner

  • Experience working in Higher Education environment (preferred)

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

Location: Eastman School Music
Full/Part Time: Part-Time
Opening: Part Time 20-24 hours Grade 007