ECMS Academic Administrator

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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.

Eastman Community School of Music:

26 Gibbs Str, Rochester, New York, United States of America, 14604

GENERAL PURPOSE
With considerable latitude for independent judgement and with minimal supervision, the ECMS Academic Administrator r 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.
• 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…