Student services associate Job at University of Rochester (Rochester)

Job Description

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 Responsibility

Serves as the Rochester (external) and Eastman (internal) community’s first critical contact for all Eastman Community Music School (ECMS) programs
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
Addresses individual needs of students, parents, and faculty
Act as a friendly and helpful representative for ECMS
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
Orders supplies when needed and manage service requests for office equipment
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
Files student records
Attends ECMS regular office meetings and Full Faculty meetings
Books studios for the entire academic year using EMS
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
Coordinates spring exams/juries with faculty chairs
Records jury/exam results in student records for transcripts
Copy and distribute all exam/jury sheets to faculty
Promotes and provides information on ECMS offerings & course content through in-person, phone, email and on-line
Serves as a resource to faculty and customers on academic program details
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
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
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, parents, and faculty about required components for three different types of diplomas
Tracks Diploma candidates progress throughout the program
Coordinates Honors Juries for candidates & planning of annual Commencement ceremony
Assists Summer Program Coordinator with program needs
Helps processes registration forms and payments, answer general questions, and create needed materials for camp directors
As first contact for ECMS/SS customers, initiates course registration and billing processes for about 2000 students a year
Resolves simple to moderately complex registration and billing issues
Assists with coordination of Early Childhood program registration process 3 times a year
Regularly reviews Slate for registrations status and alerts ECMS Registrar/Bursar or Associate Dean of complex problems
Assists students, parents and faculty with registration and billing issues
Processes or routes walk-in and mailed payments by cash and check
Assists in person customers with online payment questions
Process all new and replacement ID requests for ECMS Students/Faculty and certain U of R community members
Serve as a liaison to ESM Facilities Office and UR ID Office regarding student IDs and access
Coordinate w/ UR ID Office for ESM Alumni, Contractors & tenants
Take ID photos and send for processing to URMC ID office
Responsible for tracking and collecting old IDs and replacement card fees

Requirements

Post-high school education and minimum of two years’ experience, or equivalent combination required
Two years post-HS education, background and/or degree in music performance and/or arts management strongly preferred
Familiarity with computerized registration and billing systems, preferably Workday required
Excellent written and oral communication skills, customer service abilities, and critical thinking/problem solving skills
Prioritization skills are key
Highly organized self-starter capable of working under minimal supervision
Ability to multi-task in a fast-paced work environment with a wide variety of customers from young children through adults
Attention to detail and sensitivity towards confidential information
Proficiency with word processing, spreadsheet, database, and publishing programs

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Student services associate

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