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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:

300006 ESM Academic Affairs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

_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

Collaborates with program managers and project teams from across the division on various events. Plans and manages events via multiple channels, both in person and virtually. Contributes toward the logistical development, implementation, and successful execution of events. Reviews event budgets and ensure that budgetary spending remains on target. Plans, coordinates and secures travel logistics for performing guests and visitors of the academic departments and manages logistics for departmental and School-wide events, as assigned. Serves as point of contact for visitors connecting them to resources while present at Eastman. May provide some administrative support to department chairs and faculty as directed by supervisor, this position requires strong customer relations and problem-solving skills, sound judgment, and the ability to maintain a professional and cooperative relationship with all faculty, staff, and students, while maintaining confidentiality.

ESSENTIAL FUNCTIONS

Travel Arrangements

+ Manages & plans travel and logistics to include flights, hotel assignments and ground transportation for guests & may include arrangements on behalf of or directly for Assoc Dean & Sr. Assoc Dean

+ Arranges travel for high-visibility domestic and international departmental guests for performances, master classes

+ Plans travel itineraries & addresses special needs of travelers

+ Manages travel logistics for high-profile domestic and international performers in close collaboration with the Associate Dean of Artistic Planning,

Events Management

+ Plans and manages event logistics, including but not limited to: domestic & international performers, master-class guests

+ Plans and may provide input on school-wide events as assigned by the Office of Academic Affairs, annual commencement preparation, employee meetings, award ceremonies, and guest. May be required to travel to off-campus events to support activity as directed by supervisor speakers.

+ Manages assigned departmental events, invitations & may direct timing of activities onsite during events

+ Schedules and directs timing of arrangements with vendors.

+ Plans events via multiple channels, both in person and virtually, in collaboration with University partners to create effective and engaging event agendas and ensure programs run smoothly

+ Ensures compliance with University and state policies and laws, including insurance requirements, vendor permits, food and beverage service, etc.

Event Communication

+ Manages planning meetings with stakeholders for input on event planning.

+ Collaborates with the Associate Dean of Artistic Planning & Concert office on logistics for events related to Eastman Presents performances.

+ Creates logistical information itineraries to ensure stakeholders have all required event planning documents and information for events.

+ Troubleshoots and resolves issues that may arise from vendor confusion, last-minute changes, and/or logistical and customer service complications.

+ Facilitates all facets of the use of Zoom platform as a medium to provide optimal and engaging virtual opportunities for programming and events.

Financial

+ Focuses on real-time spending that occurs prior, during, and after events have transpired and ensures that budgetary spending remains on target

+ Manages the processing and tracking of expenses, reimbursements, purchases, and other financial transactions as well as resolves issues and follows up with appropriate parties by collaborating with ESM and University subject matter experts.

+ Manages P-Card, executing purchases as appropriate and processing timely verification

+ Prepares information and documentation, obtains W-9s & other documentation and approvals for honoraria/payments & reimbursements for guests/visitors/etc. Ensures accuracy when routing to appropriate resources for approval & processing.

Office Administration

+ Coordinates the support operations of departments.

+ Addresses or redirects faculty support requests/inquiries and responds to requests from academic department faculty.

+ Facilitates internal/external communications to relevant stakeholders with regard to financial duties/tasks, scheduling, and departmental activities as directed.

+ Sorts and prepares departmental mailings, Federal Express mailings, faxes, and related.

+ Acquires and distributes departmental copy cards

+ Supports departmental communications, printing/scanning/photocopying, PDF manipulating as assigned

+ Maintains departmental files as directed.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

+ Bachelor’s degree in business administration, office management; or equivalent years of education and experience in travel and event coordination. Required

+ Degree or collegiate education in music performance, music degree Preferred

+ Minimum of two years’ experience planning complex travel, hotel and/or events Required

KNOWLEDGE, SKILLS AND ABILITIES

+ Ability to maintain confidentiality required

+ Exceptional organizational, time management and administrative skills Required

+ Strong communication skills, both verbal and written Required

+ Strong technical skills, including a high level of proficiency in Microsoft Office Required

+ High-level accuracy and attention to detail Required

+ Proficiency in Microsoft Suite; Excel, Word; PowerPoint, Outlook Required

+ Experience with Workday Required

LICENSES AND CERTIFICATIONS

+ DL NUMBER - Driver License, Valid and in State upon hire 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.

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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.