Administrative Assistant - Music School

Job Description

The role of the Administrative Assistant 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.

Shifts are 4:00-8:30 pm weekdays and flexible on Saturdays depending on need. 5 4-hour shifts most weeks; sometimes events or parties may fall outside of work hours or on Sundays. Each week will total 20-25 hours.

Essential Duties and Responsibilities

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
• Can be 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

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 also 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.

• Reception area
• Music classrooms, Performing Space
• Band room and recording studio

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.

Salary and Benefits

• Medical, dental, and vision benefits: CareFirst BlueCross BlueShield PPO; employer pays 80% premium for medical coverage for employee.
• Employer 401(k) match up to 6% pay (must be over 21 years of age to participate)
• Wages are declared on W-2, not a 1099 contractor.
• Tuition reimbursement program for approved coursework from an accredited institution of higher learning: eligibility begins at 12 months of employment; $5,000/year and $25,000 lifetime maximum; must remain at the company for 24 months after receiving reimbursement or pay it back.

Job Type: Part-time

Pay: From $17.00 per hour

Expected hours: 20 – 25 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 4 hour shift
• Monday to Friday
• Rotating weekends
• Weekends as needed

Work Location: In person

Salary : $5,000 - $25,000