Student Services Associate

and the job listing Expires on March 12, 2026

With minimal supervision, the ECMS Student Services Associate serves as the Rochester (external) and Eastman (internal) community’s first critical contact for all Eastman Community Music School (ECMS) programs, requiring a complete and detailed knowledge of all ECMS and SS programs. This position directly responds to, resolves and/or escalates customer questions and concerns via phone, email, and in person;
Coordinates all ECMS and SS registrations, including the registration process for 250 Early Childhood students, 60 Pathways high school scholarship recipients, and approximately 2000 other students annually;
Provides general office support, such as scheduling appointments, processing mail, and ordering supplies. Responsible for considerable departmental administrative details and duties consistent with Eastman policies, procedures and practices.

Represents the ECMS through critical first contact with customers by phone, e‑mail, and in person, maintaining a thorough knowledge of ECMS/SS policies and procedures.

Addresses individual needs of students, parents, and faculty that will ensure satisfaction and proper resolution through critical thinking & problem‑solving skills.

Act as a friendly and helpful representative for ECMS, giving all faculty and community members positive experience with the school.

Responds to information and service requests from ECMS faculty and other Eastman departments.

Provides general administrative support to ECMS associate dean, staff, and faculty.

Maintains ECMS bulletin boards and kiosks.

Processes incoming and outgoing mail; help coordinate major mailings.

Orders supplies when needed and manage service requests for office equipment (fax, /laminator, copier).

Routes inquiries about complex registration, academic or managerial issues.

Assists with processing of registrations, Early Childhood, and Pathways materials and in preparing for student orientations and other special events.

Attends ECMS regular office meetings and Full Faculty meetings.

Books studios for the entire academic year using EMS and work with faculty to process new requests throughout the year.

Keeps track of keys signed in/out and order keys for studios/rehearsal spaces when needed.

Provide and manage jury materials and assist with scheduling for general juries/exams and Honors juries.

Manages Honors juries’ and recital scheduling and materials in collaboration with the Associate Dean. Creates sign‑up, both on paper and online.

Coordinates spring exams/juries with faculty chairs; provide specifically organized materials in a timely manner to jurors; pull history from student files.

Records jury/exam results in student records for transcripts; track potential Honors candidates, Pathways levels, and level 6’s.

Copy and distribute all exam/jury sheets to faculty.

Serves as a resource to faculty and customers on academic program details (course content & diploma requirements) for ECMS and SS programs.

Promotes ECMS and SS programs, courses, ensembles, and teachers to parents and potential students.

Provides and explain resources such as catalogues, forms, brochures, and other information, both on paper and online.

Informs callers and visitors on school/program offerings.

Assist with scheduling, programming, and special needs for ECMS Honors recitals.

Assist with formatting & printing program documents for all ECMS performances, including recitals, Eastman at Washington Square series, and ECMS Summer concerts, by proofreading, reviewing spelling and formatting.

Records performance details in UR Student and in Pathways tracking spreadsheets, and teacher participation spreadsheets.

Assists with other special events, such as Pathways orientations, graduation, Winterfest, and Spring‑Fest.

Assists in preparing, formatting, and proofreading ECMS newsletters and other communication.

Communicates pre‑established criteria to students,…