Music School Administration Assistant

Job Description

Job Description

Hours

20-30 hours per week. Primarily late afternoon to evening.

Position Purpose

The role of the Administrator is to support the School Director in the daily operations of a school and is responsible for school oversight in the absence of the director. This position, in conjunction with the school director, oversees school operations, enrollment, staff, students, works with customers and clients, liaises with parents of younger students, and helps to carry out administrative functions in the areas of inventory control, processing sales, billing, and generating reports.

Essential Duties and Responsibilities

Specific duties and responsibilities include the following, but the individual will also be expected to perform all the duties necessary which are customarily performed by a person holding this position.

Administration Assistant Duties

Managerial Functions

• Shares responsibility with the school director for the operation and maintenance of the school’s retail activities, including inventory, sales, and customer service.

• Supervises the arrival and departure of students to maintain proper order under the school’s care; greet and assist parents ensuring a safe and proper arrival and departure of students

• Promote guidance and information to parents and to students; communicating and consulting with other members of the school staff and with parents to ensure the best interest of the students

• Ensures a high standard of practice and quality of teaching through teaching materials, scheduling, programs and methods of teaching and assessment; collaborates with director to ensure successful delivery of lessons

• Partners with the School Director and other staff in monitoring the student and faculty schedule to assure the timely delivery of instructional programs

• In conjunction with the director, handles the management of complex schedules of classes, staff, faculty and students through the Harmony Gateway System*; this includes managing class schedules, camps and lessons

• Partners with director to secure student recruitment and retention for private lessons, bands, and classes

• Recruit, hire, manage and evaluate site staff and teaching faculty in collaboration with the director; evaluate work performance of administrative assistants

• Trains receptionists on all duties; Responsible for oversight and management of front desk duties and reception area

Administrative Functions

• Stays abreast of and continually updates the B2R curriculum, pricing, rules and regulations

• Administers daily renewals, billing, enrollments and schedule changes Responsible for the timely opening and closing of the site

• Supports and backs up the director in administering the site’s payroll, billing, collections and retail sales; inventory control maintaining product levels appropriately

• Shares responsibility for the safe use and maintenance of all equipment; Maintains on-site computer system and phone system as necessary

• Other duties as assigned

Teaches private lessons, jams, and parties, etc., as needed (with the approval of the Director)

Knowledge and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed here are representative of the knowledge, skill and ability required. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• A deep interest in music and music education

• Musical training beyond the amateur level in at least one instrument is preferred

• Ability to interface successfully with the public

• Strong interpersonal skills in order to facilitate good working relationships with faculty and staff and to interact with students and parents

• Ability to work well with young people

• Ability to communicate effectively with a diverse population

• Knowledge of basic accounting and bookkeeping procedures

• Ability to be an efficient problem-solver

• Effective time management and organizational skills

• Ability to operate basic office equipment, i.e. telephones, photocopiers and computers

• Adaptable to changes in the workplace

• Ability to work both independently and as a team player

• Ability to use all relevant computer software (Microsoft Office, etc.) proficiently 

• Ability to learn and utilize B2R’s specialized systems

• Successful completion of post-offer background check

Education and Work Experience and/or Licensure

• Must have a high school diploma or GED

• Bachelor’s degree from an accredited university in a related field (i.e. business, management, music, etc.)

• Record-keeping and time-tracking experience a plus

• Business management and administrative experience is preferred

• Some supervisory experience is preferred

Language Skills

• Must be proficient in English speaking and writing skills.

• Additional languages are desirable

Physical Demands

The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of his/her job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to work full-time with some extended hours from time to time; Must be available to work during the company’s normal business hours.

• Ability to sit, stand, walk, travel up and down stairs, crouch, stoop and reach.

• Ability to pick up at least 45 lbs.

• Ability to lift and move the equipment typically associated with B2R’s day-to-day operation, e.g., amplifiers, keyboards, recording equipment, light furniture, etc.

 

Work Environment

The work environment characteristics listed here are representative of those an employee encounters while performing the essential functions of the job. Under the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above statements are intended to describe the general nature and level of work being performed by an individual assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Bach to Rock reserves the right to modify this job description in its sole discretion.

• Reception area

• Music classrooms, Performing Space 

• Band room and recording studio

*Harmony Gateway is the online system used by B2R to register students and instructors for classes and events. It also generates accounting entries and keeps track of instructor hours worked