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: 300021 ESM HR & Admin Operations Work Shift: UR - Day (United States of America) Range: UR URG 106 H Compensation Range: $21.36 - $29.90 _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: Provides administrative support for three departments: one academic: Musicology; and two performance departments: organ, Woodwinds, Brass, and Percussion. Serves as initial contact for faculty, staff and visitors and provide administrative support to the department chairs, faculty, and graduate students of the department. Liaise with offices of Academic Affairs, Admissions, Registrar, Graduate Studies, Finance and Human Resource Services, Facilities and Auxiliary Operations, regarding the ongoing practical details of departmental operations. The Musicology department teaches and administer various exams to the undergraduate student body and nearly all graduate students as well (approximately 900 students). 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, departments and students, while maintaining confidentiality. **ESSENTIAL FUNCTIONS:** + Promotion and Reappointment Cases for three Departments—collect materials, organize and prepare binders, correspond with chair and referees, circulate appropriate materials for review by referees. Maintain strict degree of confidentiality. + Manage Faculty Searches for Academic departments (Musicology) and 2 performance departments—collect materials, organize, create electronic applicant files (75-120 per search), send formal acknowledgements. Respond to inquiries. Maintain tracking list of statistics, upload all materials to website (new e-process begun 2010). Closure process: concluding letter to all applicants, compliance & archiving files. + Processing and tracking of all department related expenses, reimbursements, purchases for travel, conferences, receptions, and other financial transactions for faculty, staff, and students. Resolve issues with department ledgers. + Organize visits of national and international guests for master classes, including planning and logistics (itineraries, hotels, advertising, flights, special needs, receptions, reimbursements etc.). + Assist with Musicology Symposiums (4-5 a year). Assist invited guests with travel arrangements, reimbursements and honorariums. Book rooms. Create posters. **EXAMS:** + Administer PhD written comprehensive exams: Handout, proctor, collect, circulate completed exams to faculty.). + Prepare annual Musicology placement exam. Schedule and monitor individual placement exams. + Prepare, schedule and monitor Musicology language exams as needed + Manage invitations, schedule, and arrangements for Musicology Interview weekend for prospective students (coordinate lunches, receptions, interviews, etc.). + Coordinate MUY fall newsletter –Assist with Musicology, Theory and Music Cognition Symposiums (8-10 a year). Assist invited guests with travel arrangements, reimbursements and honorariums. **SUPPORT OPERATIONS PIANO AND ORGAN; HISTORICAL INSTRUMENTS AND WOODWIND, BRASS, PERCUSSION DEPARTMENTS:** + Answer inquiries from community regarding department events (recitals, guest concerts, etc.) + EROI (fall) and Organ Dept. payments & reimbursements + Word processing as needed for Organ Dept. + Group travel for professors/students + Scholarships and awards processing **OFFICE ADMINISTRATION:** + Answers office main line phone. Processes mail, voicemail and e-mail, responding to routine and non-routine requests for factual information. + Internet and library research (i.e. locating articles, faculty contact info. at other institutions, etc.) + Compose/proofread correspondence and e-mail, in regard to scheduling, student course registration, room booking, and guest lecturers. + Sort and prepare departmental mailings, Federal Express mailings, faxes and etc. + Word processing of papers, exams, correspondence, recommendations, class handouts, etc. + Acquire, track and distribute office/studio keys and copy cards + Photocopying + Scanning and pdf manipulating and editing (working knowledge of Adobe Acrobat) + Maintain departmental files + Schedule meetings **Other duties as assigned** **QUALIFICATIONS** + Associates degree in Business Administration, office management; or at least two years’ post-high school education related to business, secretarial or office management required. + Bachelor’s degree in business administration; degree or collegiate education in music performance, music degree preferred. + Two years relevant administrative experience required. Applicant must be proficient with Microsoft Office software, internet and database system required. + Must possess strong organizational, interpersonal, oral and written skills including the ability to interact effectively required. + A proven ability to work accurately with details required. + Familiarity with foreign language and music is highly desired preferred. + Strong administrative and organizational skills required. + Superior communication and interpersonal skills required. + Intermediate skills in Microsoft Suite; Excel, Word, PowerPoint and Outlook required. **EOE Minorities / Females / Protected Veterans / Disabled:** 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. 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 commit to diversity, equity, and inclusion and 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.