Title: Executive Assistant to the President
Reports to: Roberto Díaz, president and CEO
Department: President’s Office
Reporting directly to the president and CEO, the executive assistant provides executive support in a one-on-one working relationship. The executive assistant helps the president to manage his roles of performer, educator, and administrator, and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the president's office. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills; and the ability to maintain a realistic balance among multiple priorities. The executive assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Manage the day-to-day administrative affairs of the president's office. Schedule all appointments and other commitments. Provide the President with background information and/or supporting documents in preparation for scheduled appointments, meetings, etc.
- Assist the registrar in scheduling the president’s weekly lessons.
- Coordinate the president’s performance schedule with his agent.
- Manage all communication, including written correspondence, and maintain the files and records within the department. Direct mail to appropriate internal staff. Draft responses for the president's signature based on knowledge of activities, interests, priorities, issues, etc.
- Administer all matters related to the council of deans, Bok Foundation board, and the board of overseers by performing tasks that include, but are not limited to, organizing meetings, recording and distributing minutes (as required), board/committee contact, basic administrative support, research and information assistance, file maintenance, and acting as liaison between the board and Curtis administration.
- Reconcile the president and the deans’ financial transactions for the business office.
- Make Curtis domestic and international travel arrangements for the president; prepare the itinerary, confirm lodging and transportation, and process travel reconciliation.
- Organize Wednesday teas, the annual Curtis holiday party, and assist in organizing graduation. If needed, maintain a flexible work schedule in order to coordinate and attend evening and weekend events.
- Assist with occasional personal appointments, travel plans and paperwork as needed for the president and chair of the Curtis board of trustees.
- Work with advancement team members to organize and manage local and regional events, including board and overseers dinners and other special events as needed.
- Provide a bridge for smooth communication between the president's office, internal departments, and external constituents.
- Maintain the president’s relationships with current and former members of the Curtis community as needed.
- Perform other duties as assigned.
- Excellent administrative writing skills, communication skills, and attention to detail.
- Experience with travel logistics (domestic and international), planning, and meeting management.
- Ability to work in a dynamic environment, managing ever changing and conflicting priorities.
- Ability to handle confidential and sensitive information with tact and diplomacy.
- Experience in taking and transcribing dictation.
- College degree, previous experience in a higher education setting.
- Proficiency with Microsoft Office required.
- Knowledge of classical music preferred.
Working Conditions/Physical Demands:
Routine for office environment.
For best consideration, interested and qualified applicants should electronically submit a resume, two professional references, and salary requirements to: firstname.lastname@example.org. Position open until filled. Curtis offers a competitive salary, commensurate with experience, and an attractive benefits package. Position begins immediately. Due to regular contact with minors, this position requires the successful completion of Pennsylvania Act 153 background checks. No phone calls, please. EOE.
Title: Membership Manager
Reports to: Anthony Brown, Director of Annual Giving
The membership manager works closely with the director of annual giving to manage the overall operation of Curtis’s annual giving program for individuals, as well as to coordinate membership events and the fulfillment of promised donor benefits. Responsibilities also include the organization of appeals, primarily for Annual Fund gifts in the $50-$1,250 range. This position serves as an integral member of the relationship manager team.
Annual Fund Communications and Operations
- Manage rotation of communications to the Friends of Curtis, working closely with patron services manager and executive assistant and donor relations coordinator, which includes developing theme(s) and approach for annual solicitations and membership event invitations, supervising all components of each mailing, and requesting appropriate list pulls and data clean-up from director of advancement data services; coordinate strategies and outreach specific to Crescendo Club members with institutional giving officer
- Coordinate annual phonathon and/or thankathon efforts (Friends, parents, and/or alumni), which includes developing and/or editing appropriate scripts, and following up on questions/issues raised during the calls or note-writing sessions
- Support and develop materials for meetings of the Stokowski Society Committee and Friends Board; participate, as needed, in Crescendo Club Steering Committee meetings
- Work with director of annual giving to develop strategies for appeals to lapsed donors
- Coordinate pledge reminders with director of advancement data services
- Collaborate with executive assistant and donor relations coordinator on obtaining data for donor lists in the program book, annual report, and other materials, and in proof-reading same
- Participate in planning meetings, accept special assignments, assist colleagues, and provide support for all ongoing programs and operations as needed
Membership Events and Benefits Administration
- Coordinate all aspects of membership benefit events in tandem with director of annual giving and director of special events and facilities rentals. This encompasses Stokowski Society and Friends of Curtis events, plus five named master classes and receptions/dinners of varying sizes
- Provide support for Crescendo Club events and help with promoting participation and attendance
- Plan fall luncheon at which donors meet the students who are assigned to their fellowships
- Interface regularly with Department of Artistic Programs and Performance (DAPPs) and the Curtis Opera Theatre to schedule events for the coming year; provide updates to DAPPs and other interested parties on the status of various events
- Working closely with dean of artistic programs and performance, facilitate pairing of donors with composers and student performers in fulfillment of Commissioning Circle benefits; ensure timely completion of pieces and coordinate mutually-agreeable performance dates. Work with creative associate and advancement assistant to create covers for CD recordings
- Ensure events are on calendars—Outlook, Intranet, and www.curtis.edu/MemberEvents
- Create event registration forms in Raiser’s Edge
- Collaborate to create all associated invitations, collateral, and paper and e-communications
- Take event RSVPs and enter into Raiser’s Edge
- Ensure appropriate follow-up with events and activities
- Update membership and general annual giving pages on Curtis.edu
Undergraduate degree, plus experience in arts and/or education administration; or equivalent combination of education/training and experience. Proven track record of success in a similar position.
- Experienced, mature, well-spoken
- Superior organizational, interpersonal, and communication skills
- Excellent listening, writing, and editing skills
- Excellent problem-solving skills and judgment within a fast-paced environment
- Ability to maintain confidentiality and discretion with highly sensitive information
- Familiarity with classical music and musicians a plus
- Ability to work in a team environment
- Self-starter with demonstrated initiative
- Proficiency with Word, Excel, Outlook and PowerPoint; experience with Raiser’s Edge a plus
For best consideration, interested and qualified applicants should electronically submit a cover letter, resume, three professional references, and salary requirements to: email@example.com by December 11, 2015. Curtis offers a competitive salary, commensurate with experience, and an attractive benefits package. Position begins immediately. No telephone calls, please. EOE.
Title: Residential Director for Summer Programs
Reports to: Manager of Summer Programs
Status: Temporary, Non-Exempt
About Curtis Summerfest:
The Curtis Institute of Music (Philadelphia) educates and trains exceptionally gifted young musicians for careers as performing artists on the highest professional level.
During the summer, Curtis opens its doors to provide young musicians and music lovers the opportunity to explore classical music and experience the Curtis Institute of Music’s “learn by doing” philosophy. Curtis Summerfest offers programs that are produced by the Curtis Institute of Music and provides facility rentals for outside summer programs.
The residential director for summer programs (RDSP) reports to the manager of summer programs (MSP) and is responsible for overseeing the well-being of Summerfest participants and summer programs assistant (SPA) staff residing in Lenfest Hall during the summer months. The RDSP is the head authority figure in the residence hall and stays in constant contact with the MSP while supervising staff of up to 12 summer programs assistants (SPAs). The RDSP will be available, approachable, and accessible to residents and the SPA team.
This is approximately a three-month assignment (May through August) that includes a live-in portion. The demands of the live-in position are unique and challenging; the RDSP is “on call” for 24 hours a day throughout the assignment. Although the majority of the position will function as described below, some aspects are subject to change due to the evolving program needs.
- Complete a minimum of 20 office hours per week throughout assignment. RDSP is required to respond to all residential life and housing related e-mails and messages promptly within 24 hours.
- Responsible to contact and collect all necessary forms for residents in advance of their arrival.
- Coordinate on-site check-in and check-out of program participants.
- Monitor and assist SPA staff with implementing positive community living, respect and responsibility and facilitate the development of summer program participants.
- Clearly communicate, interpret, and enforce policies to staff and students living in residence halls.
- Plan, promotes, and supervise resident hall recreational activities for students. Assess and evaluate program outcomes.
- Attend programs and events and maintain high level of visibility in the hall/community. Have a great awareness of and sensitivity to cultural norms in diverse populations and to multi-culturalism.
- Visualize, create, communicate, and sustain a positive team environment. Delegate appropriately and promote teamwork and cooperation. Effectively motivate staff.
- Coordinate weekly or bi-weekly staff meetings to provide relevant information and clear communication. Conduct weekly or bi-weekly one-on-one meetings with staff members. Provide formal and informal evaluation, feedback, and review regarding performance and expectations.
- Prepare and coordinate on-going staff development training with MSP and Assistant Dean of Student Affairs and Residence Life.
- Monitor and maintain in-hall duty rotation system. Implement day-to-day SPA procedures, including but not limited to curfew rotations and on-call rotations.
- Train staff with thorough emergency response training.
Conflict Resolution and Crisis Management during participant programming:
- Provide leadership during crisis in the residence hall and in the campus community.
- Understand, communicate and uphold all policies and procedures. Provide emergency assistance and coverage. Respond to all emergency situations in a calm, responsible, and professional manner. Learn and follow institutional and departmental guidelines regarding emergencies.
- Diffuse and mediate residential conflicts and concerns.
- Provide counseling referral for residents.
- Accompany participant to outside health services as needed.
- Ensure staff members are appropriately confronting and documenting behavioral issues and concerns. Document all incidences in a thorough and timely manner.
- Review all incident and police reports and communicate with MSP and other staff members when necessary. Act as campus security authority in accordance with the Jeanne Clery Campus Security Act.
- Adjudicate student conduct cases, track sanction completion, refer cases as needed, and coordinate and consult with MSP and Vice President of Artistic Programs and Performance (VPAPP) regarding high level conduct cases or ongoing situations of concern.
- Proactively communicate and provide educational interventions to minimize behavioral issues.
- Serve as primary liaison to residents’ guardians and emergency contacts.
Professional Standards and Procedures:
- Act as a positive role model at all times (on and off campus) and maintain a high level of ethical standards. Maintain a professional attitude and manner while employed by the school. Monitor and maintain a professional online presence (i.e. Facebook, Twitter, etc.). Know and abide by local, state, and federal laws.
- Maintain confidentiality for sensitive and FERPA protected information.
- Cooperative, considerate and tactful in dealing with parents, participants, faculty, co-workers and the public. Gains confidence and trust of others and exhibits appropriate sensitivity to others.
- Uses good judgment and follows up as needed. Anticipates and identifies problems and helps to bring about resolutions. Is open to or offers different solutions and determines what to handle independently and what to refer. Is accountable and takes responsibility for own decision and actions.
- Act as a liaison between residential life and facilities operations to assist with all room and building concerns. Maintain open communication with hall support staff (housekeeping, facilities, etc.)
- Coordinate room checks.
- Be 21 years of age by December 2015.
- Prior Residential Life and Housing or Student Affairs experience.
- Previous supervisory experience.
- Ability to work with a diverse student and staff population.
- Ability to foster the development of creative team-building activities within the residence halls.
- Familiarity with common symptoms of mental, emotional, and physical illnesses. Ability to recognize and serve as a resource or referral agent.
- Ability to manage and prioritize multiple projects and responsibilities. Ability to exercise initiative and sound judgment. Propensity to work independently and interdependently within a team. Consistently meets deadlines and is able to juggle competing priorities without sacrificing quality/accuracy. Demonstrated commitment and follow-through.
- Demonstrated leadership ability, administrative skills, and interpersonal skills (i.e. counseling, group dynamics, general human relations, and sensitivity to others.).
- Effective listening and mediation skills.
- Experience in the adjudication of infractions of rules and regulations or other transferable experience in university or related setting.
- Basic knowledge of Microsoft Office products and ability to learn new systems.
- One to three years of post-bachelor’s experience in student supervision, judicial affairs, orientation, student activities, residence hall, or other equivalent, working with students of varied ages.
- Professional credentials in an area such as Student Personnel Administration, Counseling, Health Services, Education, First Aid, or related field a plus.
- Crisis intervention experience a plus.
For best consideration, interested and qualified applicants should electronically submit a cover letter, resume, two professional references and rate requirements to: firstname.lastname@example.org by January 11, 2016. Curtis offers a rate commensurate with experience. Position begins 2016. EOE. Hire is contingent upon the successful passing of Act 153 compliance and background check. www.curtis.edu/summerfest