ECMS Academic Administrator I, ESM

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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 :

300062 ESM Eastman Com. Music Staff

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

With considerable latitude for independent judgement and with minimal supervision, the ECMS Academic Administrator oversees all faculty hiring and payroll for the Eastman Community Music School; supervises student workers; processes financial transactions for the school and supports faculty. Manages all logistics, student recruiting and retention, planning, records management, and student / faculty / department communications for ECMS summer programs. Provides exceptional customer service and problem solving for ECMS students and faculty, other ESM departments, and the general public. Responsible for considerable departmental administrative details and duties requiring extensive experience with Eastman policies, procedures and practices.

ESSENTIAL FUNCTIONS

Faculty Administrative responsibilities

Manages the hiring process for students and faculty staff for the school. Leads activities for initiating the recruitment, on-boarding and time / labor processes for ECMS faculty, works closely with ESM Human Resource department on processing these requests.

In charge of preparing, managing and overseeing the annual faculty performance reviews (approx. 200), and contract renewal process each spring

Independently produce, edit, and track all faculty contracts.

Primary contact liaison and lead for hiring process; drafting, reviewing and editing job descriptions and postings, and faculty searches for the ECMS.

Utilize systems to manage applicant data, and provide reports and required information to appropriate faculty, staff, and the Associate Dean / Director.

Create, maintain, and distribute faculty contact lists and communications.

Timekeeper

Responsible for ensuring accuracy in managing, calculating, submitting, and approving payroll as Timekeeper for all positions, including TAR faculty, student workers, and salaried extra compensation (ca. 200 faculty).

Attend and participate in ongoing Timekeeper and required training programs via MyPath.

In charge of verifying and confirming faculty / staff time worked / reported is accurate and compliant with University's policies and federal / state regulations.

Lead contact to handle inquiries and resolve complex problems regarding payroll and contract issues.

Manage payroll-related RFPs and educate, lead and assist with employee expense reimbursements.

On monthly basis throughout the year responsible for evaluating faculty workloads and calculate / process salary adjustments.

Summer Session Program Coordinator

Plans all summer program offerings and coordinate logistics including instructors, new hires and contractors, course descriptions, website maintenance, schedules, and rooms

Initiates, develops, enters, and manages course schedule for summer session courses.

Reviews and processes summer applications and registrations for summer programs and serves as the primary point person for student communications and needs.

Advises students in academic program and works with prospective and incoming students.

Manages Summer session records associated with student and course enrollment.

Utilizes systems to manage applicant data and provide reports and required information to appropriate faculty staff.

Tracks and manages the timely payment of all fees and tuition, and communicates with students missing payments

Represents ECMS during open houses, and / or Summer Session fairs.

Make decisions and orders on all camp merchandise and supplies in collaboration with the Associate Dean.

Assists with managing special events and plans and arranges meals and catering with Eastman Dining Services.

Acts as a resource for answering all questions and resolving all issues related to the ECMS summer programs

Serves as the liaison between students, program director and faculty for academic records, educational program data support, recruitment and admission, and technological support.

Communicates to students and families via email and social media about upcoming events, deadlines, and opportunities.

actively participates in summer meetings and recommends / gives input to strategic initiatives.

Takes part in investigations of conduct breaches and in disciplinary action of campers.

Assists with student life issues during the summer programs.

Works closely with faculty across campus to ensure student's success.

Interfaces directly with Student Living Center (SLC), Concert Office, Summer Office, and other offices to coordinate all program needs and logistics

Manages, edits, oversees content, and provides updates to ECMS Summer website, including most accurate information related to faculty, students, courses, course offerings, current events.

Manages, tracks, reconciles, and analyzes annual income and expenditures each summer for each ECMS summer program

Finance Processing

With considerable knowledge of University's policies and procedures, manages, tracks, and pays where applicable all supplier invoice requests (SIRs), Purchase Orders (Pos), P-Card,and reimbursements for the ECMS accounts in collaboration with the Accounts Payable and Procurement Departments.

Regularly and independently manages account transactions.

Coordinates expenditures, reviews, approve invoices, payrolls, and other personnel actions.

Sets up travel, accommodations, and meal reservations for Faculty search candidates and traveling faculty members

Orders and manages catering for ECMS meetings and special events

Maintains up-to-date training in financial practices and serve as resource to office of changing University procedures, training, etc.

Office Operations

Using critical thinking skills and knowledge of ECMS program offerings and procedures, provides individualized customer service and positive problem solving to customers, faculty, and the university community via phone, email, and in person

Serves as back-up and informational resource for all office operations, including processing ID cards and access requests, office equipment (phone / fax / copier), credit card machine, payment processing, student registrations, Workday support, etc.

Represents ECMS in a positive, professional, helpful and knowledgeable manner on site during special events such as Winter Fest, Spring Fest, and ECMS Graduation and are community-wide summer camp and extracurricular activity fairs

Student Employees Coordinator

• Recruits, monitors and manages scheduling, orientation, and training of active student employees.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

Bachelor's degree

At least one year of relevant

required experience required.

3 or more years administrative experience; preferred 1 or more years Human Resources and / or customer service experience or equivalent combination of education and experience preferred

KNOWLEDGE, SKILLS AND ABILITIES

Highly organized self-starter capable of working under minimal supervision.

Exceptional written and oral communication skills, customer service abilities, and critical thinking / problem solving skills. Excellent computer skills, including experience using Microsoft Office, Google Forms, Jotforms, and WordPress (or related); preferred knowledge of Workday and HR-related systems. Comfort and proficiency with numerical calculations and analysis.

Attention to detail and sensitivity towards confidential information.

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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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.