Event Planning Specialist & Academic Support

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:

$23.27 - $32.60

Responsibilities:

Provides administrative and operational support to faculty and academic departments across the School. Collaborates with program managers and project teams from across the division to meet faculty needs. Processes payments, reimbursements, and purchasing requests for departments, and helps department chairs manage their budgets by tracking expenses, reconciling accounts, and supporting reimbursements and other payments. Supports the general operations of departments and assists faculty with day-to-day needs; serves as a reliable first point of contact for questions and requests. Plans and coordinates travel logistics for guest artists and departmental visitors and connects them to resources while they are at Eastman. Supports departmental and School-wide events assigned, including logistics, budgets, and execution for both in-person and virtual formats. 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
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
• Oversees departmental accounts, prepares data for budgets and financial reports, and conducts expenditure analysis and reconciliation.
• Works with individual departments regarding operational needs in regard to respective budgets.
• Maintains knowledge of financial workflows, systems, and procedures in line with University policy.

Processing payments/expenses

• Processes non-employee payments: honoraria/reimbursements as directed
• 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.
• Submits and manages reimbursements and honorariums for departments assigned.
• Reconciles departmental accounts as assigned.
• Supports faculty requests for assistance with expense reports.

Travel and Events

• 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
• 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.

Office Administration  

• Coordinates the support operations of the Office of Academic Affairs and academic departments across the School.
• 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, and related.
• 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 required in business administration, office management preferred
• 2 years of event planning experience required, including planning complex travel, hotel and/or events and managing the process related payments, invoices, and expenses preferred. 
• Or equivalent combination of education and experience
• Experience in higher education and/or college admissions preferred
• Degree or collegiate education in music performance, music degree preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Microsoft Suite of Products or similar, and data analysis required
• Ability to travel by air (perhaps internationally), rail, and water required
• SLATE and Zoom experience preferred
• Ability to maintain confidentiality strongly preferred
• Exceptional organizational, time management and administrative skills strongly preferred
• Strong communication skills, both verbal and written strongly preferred
• High-level accuracy and attention to detail strongly preferred
• Experience with Workday strongly preferred

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.