Travel & Events Specialist, ESM

Job TitleAs 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: Eastman School Of MusicOpening: RegularTime Type: Full timeScheduled Weekly Hours: 40Department: ESM Academic AffairsWork Shift: UR - DayRange: UR URG 107 HCompensation Range: $23.06 - $32.29ResponsibilitiesGeneral 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 FunctionsManages & 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 DeanArranges travel for high-visibility domestic and international departmental guests for performances, master classesPlans travel itineraries & addresses special needs of travelersManages travel logistics for high-profile domestic and international performers in close collaboration with the Associate Dean of Artistic PlanningPlans and manages event logistics, including but not limited to: domestic & international performers, master-class guestsPlans 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 eventsSchedules 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 smoothlyEnsures compliance with University and state policies and laws, including insurance requirements, vendor permits, food and beverage service, etc.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.Focuses on real-time spending that occurs prior, during, and after events have transpired and ensures that budgetary spending remains on targetManages 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 verificationPrepares 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.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 cardsSupports departmental communications, printing/scanning/photocopying, PDF manipulating as assignedMaintains departmental files as directed.Minimum Education & ExperienceBachelor's degree in business administration, office management; or equivalent years of education and experience in travel and event coordination. RequiredDegree or collegiate education in music performance, music degree PreferredMinimum of two years' experience planning complex travel, hotel and/or events RequiredKnowledge, Skills and AbilitiesAbility to maintain confidentiality requiredExceptional organizational, time management and administrative skills RequiredStrong communication skills, both verbal and written RequiredStrong technical skills, including a high level of proficiency in Microsoft Office RequiredHigh-level accuracy and attention to detail RequiredProficiency in Microsoft Suite; Excel, Word; PowerPoint, Outlook RequiredExperience with Workday RequiredLicenses and CertificationsDL NUMBER - Driver License, Valid and in State upon hire requiredThe 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.