"Alerted.org

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

26 Gibbs Str, Rochester, New York, United States of America, 14604

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

300016 ESM Concert Office

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$55,955.00 - $78,336.00

_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._

Responsibilities:

GENERAL PURPOSE

Supports the scheduling and allocation of the institution's facilities as they relate to lectures, workshops, symposiums, internal conferences, classes beyond the daily schedule, cultural events and all major institutional events, such as Orientation, Convocation, Commencement, Parent/Family Weekend, concerts and other academic or social events. Interfaces with all necessary departments to resolve conflicts, facilitates planning of events, and assigns space as needs arise. Coordinates logistics for all events and provides administrative support.

RESPONSIBILITIES

Event Scheduling and Administration

+ Works with the Director, Artistic Administration, top manage scheduling student recording sessions, non-degree recitals, ECMS concerts, and departmental events that take place in concert venues.

+ Manages the scheduling of dress rehearsals for faculty, ensembles, and guest artists, and with the student degree recital lottery twice a year.

+ Coordinate with Instrument Office to schedule tuning and instrument maintenance times for six concert spaces.

+ Manages the scheduling and contracting of external partners and guest artists, helping manage and execute their contracts.

+ Work with student Artist Liaison on guest artist logistics, booking travel and hotel as needed, drafting itineraries and helping ensure an extraordinary artist experience.

+ Manages the licensing as needed for Eastman Presents or film-related programs in tandem with Ensemble Library.

+ Works with Associate Dean for Artistic Planning and Director, Artistic Administration to ensure that external event scheduling and internal event scheduling dovetail as well as possible.

+ Manages and updates tracking document(s) of all activities occurring on campus.

+ Manages and updates the external website calendar, along with monitors on campus and the live stream and program links on the external calendar.

+ Functions as the liaison between Eastman School and external organizations making use of performance spaces, support spaces and requested services.

Supervise Program Production

+ Oversees the production of all concert programs at the Eastman School of Music from information intake through printing and distribution, in conjunction with the Director, Artistic Administration.

+ Assigns, schedules, and oversees typists to ensure timely production of programs for every Eastman concert, reviewing and updating for changes as necessary.

+ Acts as first point of contact for questions and concerns from typing team.

+ Reviews program tracking sheet regularly to verify accuracy against shifting concert schedules.

+ Implements typing deadlines and print schedule to ensure timely program completion.

+ Coordinates with Sibley Library to collect and track archival programs.

Office Scheduling and Coordination

+ Manages the schedules and ensures coverage for all patron service needs of the Concert Office.

+ Manages, audits and approves timesheets for all student workers.

+ Prepares and distributes email update and reminder lists for student staff on a weekly basis.

+ Maintains general office organization including filing and ordering of office supplies.

+ Distributes and tracks all keys used by typists, ushers, or other student employees of the Concert Office.

+ Updates work procedure documents and manuals.

+ Manages flow of information between throughout the Artistic Planning and Production department.

+ Responsible for event management and artistic logistics as needed.

+ Generates, analyzes, and edits reports to disseminate concert information to various departments

Train Student Workers

+ Develops and maintains up to date training materials and staff handbooks for all student roles.

+ Works with Technology and Music Production to onboard and provide any relevant documentation and works with IT to onboard students with relevant accounts and access to files.

+ Identifies and recommends candidates for promotion to Program Editor and leadership positions.

+ Provides feedback on student performance to the Associate Dean for Artistic Planning and the Director, Artistic Administration.

Finance and Marketing

+ Manages and coordinates financial information and processes, including preparation of payment paperwork (F-4, F-3 forms), processing of all office credit card transactions, filing and copying financial forms

+ Manages, tracks, submits, and provides necessary documentation for all checks and payments submitted to Concert Office, including payments for student programs, rentals, grants, etc.

+ Works with BMI and ASCAP to fulfill licensing agreements

+ Manages invoices and payments for outside vendors.

+ Updates Lowry Hall bulletin board daily to advertise upcoming concerts.

Other duties as assigned

EDUCATION & EXPERIENCE

+ Bachelor’s degree Required

+ Masters’ strongly preferred.

+ 2- 4 years of arts administration experience or artistic logistics desired, preferably with a symphony orchestra. Required

+ Preference for an educational or professional background in classical music, or equivalent combination of education and experience Required

KNOWLEDGE, SKILLS & ABILITIES

+ Ability to manage and multi-task in an ever-changing and busy office environment Required

+ Ability to work well with artists and their representatives

+ Excellent organizational, communication, and interpersonal skills Required

+ Experience working successfully with all levels of employees and adapting to a variety of personalities Required

+ Well-versed in Microsoft Office Suite Required

Some evening and weekend work may be required.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.