ESM Event Planning Specialist & Academic Support

University of Rochester•City of Rochester, NY

26d•$23 - $33•Onsite

About The Position

The ESM Event Planning Specialist & Academic Support provides administrative and operational support to faculty and academic departments across the Eastman School of Music. The position collaborates with program managers and project teams to meet faculty needs, supports departmental operations, serves as a first point of contact for questions and requests, and maintains professional relationships with faculty, staff, and students while protecting confidential information. The role manages financial workflows for departments and events, including purchases, payments, reimbursements, P-Card activity, account reconciliation, expenditure analysis, and budget reporting. It also coordinates travel and logistics for guest artists and departmental visitors, and plans and supports assigned departmental and School-wide events in person and virtually. Additional responsibilities include office administration, communications, mailings, and departmental file maintenance.

Requirements

Bachelor’s degree required; an equivalent combination of education and experience may be considered.
Two years of event planning experience required, including planning complex travel, hotels, and/or events and managing related payments, invoices, and expenses.
Knowledge of Microsoft Suite products or similar software and data analysis required.
Ability to travel by air, potentially internationally, rail, and water required.
Valid, in-state driver’s license required upon hire.
Ability to maintain confidentiality.
Strong organizational, time-management, and administrative skills.
Strong verbal and written communication skills.
High-level accuracy and attention to detail.
Sound judgment, customer relations, and problem-solving skills, and the ability to maintain professional and cooperative relationships with faculty, staff, and students.

Nice To Haves

Bachelor’s degree in business administration or office management preferred.
Experience in higher education and/or college admissions preferred.
Degree or collegiate education in music performance, or a music degree, preferred.
Experience with SLATE and Zoom preferred.
Experience with Workday strongly preferred.

Responsibilities

Monitor event spending before, during, and after events and ensure spending remains within budget.
Process and track expenses, reimbursements, purchases, and other financial transactions; resolve issues and follow up with relevant parties.
Manage P-Card purchases and complete timely verification.
Oversee departmental accounts, prepare budget and financial-report data, and conduct expenditure analysis and reconciliation.
Work with departments on operational needs related to their budgets.
Maintain knowledge of University financial workflows, systems, and procedures.
Process non-employee payments, honoraria, and reimbursements as directed.
Prepare payment and reimbursement documentation, obtain W-9s and other required documentation and approvals, and route requests for processing.
Submit and manage departmental reimbursements and honoraria; reconcile departmental accounts as assigned.
Assist faculty with expense reports.
Plan travel and logistics, including flights, hotel assignments, and ground transportation for guests; arrangements may also be made on behalf of or directly for the Associate Dean and Senior Associate Dean.
Arrange travel for domestic and international departmental guests attending performances and master classes; plan itineraries and address travelers’ special needs.
Plan and manage event logistics for performers and master-class guests.
Plan and support assigned School-wide events, including commencement preparation, employee meetings, award ceremonies, and guest speakers; travel to off-campus events may be required as directed by the supervisor.
Manage assigned departmental events and invitations, and direct the timing of onsite activities when needed.
Schedule and direct vendor arrangements.
Plan in-person and virtual events with University partners, creating engaging agendas and ensuring programs run smoothly.
Ensure event compliance with University and state policies and laws, including insurance requirements, vendor permits, and food and beverage service requirements.
Coordinate support operations for the Office of Academic Affairs and academic departments across the School.
Address or redirect faculty support requests and inquiries and respond to academic department faculty requests.
Coordinate internal and external communications about financial tasks, scheduling, and departmental activities as directed.
Sort and prepare departmental and Federal Express mailings.
Support departmental communications and perform printing, scanning, photocopying, and PDF manipulation as assigned.
Maintain departmental files as directed.
Perform other duties as assigned.