Academy & Public Programs Coordinator

Job Description

Job Description

Job Summary

In alignment with the Cleveland Institute of Music’s Mission, Vision and Institutional Learning Goals, the Academy and Public Programs Coordinator holds primary operational responsibility for the academic administration, communications, and day-to-day execution of the Academy at CIM and Continuing Education, while also supporting the Summer Institute and other public programs. This role serves as a central coordination point across Academic Affairs, Admission, Artistic Operations, Facilities, and Marketing to ensure continuity, shared standards, and a cohesive student and faculty experience. The Academy and Public Programs Coordinator also works in close coordination and occasionally assists with Conservatory academic operations. This position is regularly scheduled Tuesday through Saturday during the academic year and Monday through Friday during academic breaks and summer periods, with occasional evening or weekend responsibilities aligned with program needs.

Primary Duties and Responsibilities

• Academic Integrity, Standards, and Student Administration
  • Serve as deputy registrar for the Academy and Public Programs, including student scheduling, advising coordination, course catalog updates, and management of schedule changes.
  • Ensure accuracy, consistency, and timely execution of Academy academic records, communications, and policies.
  • Address and resolve student and parent concerns related to academic operations, escalating matters appropriately.
• Program Operations and Faculty Coordination
  • Serve as primary staff presence for Academy programming, including Saturdays, Wednesday evenings, and other select events, coordinating academic operations in collaboration with faculty directors.
  • Support Academy Directors in coordinating work-study student assignments.
  • Facilitate purchases and manage program logistics within established budgets.
• Academic Calendar and Program Execution
  • Coordinate weekly Academy programming.
  • Coordinate assigned recitals, performances, and events in conjunction with Academy Directors and Artistic Operations.
  • Provide administrative support for CIM Summer Institute, including communications and enrollment‑related processes.
  • Support Conservatory operations as assigned for institutional events, such as Orientation and Commencement.
• Communications and Cross ‑ Department Coordination
  • Manage Academy and Public Programs communications including email, phone, and newsletters as outlined in the division communication plan.
  • Align operations and communications with the Academic Affairs Coordinator to ensure shared standards and continuity across divisions.
• Administrative and Operational Logistics
  • Manage division Outlook calendars, meeting invitations, and event communications.
  • Maintain program documentation, resources, and digital materials.
  • Track operational timelines and responsibilities to ensure consistent program delivery.
  • Perform additional program operations responsibilities aligned with institutional priorities and the academic calendar.

Education, Experience and Qualifications

• Bachelor’s degree with a focus in Music, Music Education, Arts Administration or Business Management OR proven experience in administrative support.
• 1-2 years administrative experience preferred.
• Significant experience working in classical music and/or education advantageous.
• Must possess some database management skills.
• Proficient use of Microsoft Office 365 products.
• Strong communication skills and interpersonal skills required; a customer-service mindset in serving internal stakeholders, including faculty.

Job Competencies

• Communication: Communicates well (written and verbal), delivers presentations, has good listening skills.
• Organizational Skills: Information organized and accessible, maintains efficient workspace, manages time well.
• Customer Service: Works well with customers, promotes a positive image of the company, strives to solve issues raised by customers.
• Dependability: Meets deadlines, works independently, accountable, maintains focus, punctual, good attendance record.

Personal Attributes

• Energetic, flexible, and adaptable.
• Enjoys working with a vast array of people.
• Works equally autonomously and in a group.
• Strong multitasking abilities, with the capacity to prioritize appropriately.
• Attention to detail and ability to meet deadlines consistently is essential.
• Discreet and maintains confidences.
• Must be able to thrive in a collaborative and team environment.
• Positive self-starter and able to overcome obstacles.
• Must be a team player who puts the needs of team above self.

Working Conditions/Physical Requirements

• Most of the work will take place sitting in an office with heavy phone and PC usage.
• This position is regularly scheduled Tuesday through Saturday during the academic year to support Academy programming and may include occasional evenings. During academic breaks and summer periods when Saturday programming is not in session, the position follows a Monday through Friday schedule. Work is primarily performed in an office setting with extensive phone and computer use.

Direct reports

N/A.