What are the responsibilities and job description for the Program Manager - Instrument Rental position at Irvine Public Schools Foundation?
Each Child in Every School
At Irvine Public Schools Foundation (IPSF), we believe that every student deserves an educational experience complete with access to music, arts, and science programs, both during the school day and outside of the classroom. With community support and investment, together we can provide opportunities for our children that will help foster the next generation of thinkers, innovators, and creators.
For more than 25 years, we have served the Orange County community and have consistently ranked among the nation's leading education foundations. Located in Irvine, CA, our mission is to enrich the educational experience of each child in every school by providing programs, raising funds, and uniting the community in support of educational excellence.
The Opportunity
Irvine Public Schools Foundation (IPSF), an education non-profit headquartered in Irvine, CA, currently has an immediate opening for a Program Manager (IR) to join our team. The successful candidate will oversee all aspects of the Instrument Rental program. This exciting program is designed to increase access to music instruments for Irvine Unifed School District students. The candidate will plan, implement, hire, and manage all activities within Instrument Rental to ensure success of the program.
RESPONSIBILITIES:
Manages planning, coordination, and execution of IPSF Instrument Rental Program.
- Oversees planning and implementation of Instrument Rental in collaboration with Director of Programs.
- Acquires, appraises, and keeps records of all musical instrument inventory.
- Ensures that all instruments are maintained and properly repaired.
- Develops and implements annual budget in collaboration with the Director of Programs and Chief Financial Officer.
- Administers successful Instrument Rental Days and other program-related activities and events, including volunteer recruitment and oversight.
- Participates in creating program policies and communicates policy information to program staff.
- Creates program timelines with dates of rental days, appointment periods, and important milestones.
- Administers all aspects of the online appointment process and keeps data up-to-date.
Oversees the efficient running of the Instrument Rental Office.
- Staff the IR office during normal office operating hours, and by appointments, as needed.
- Regular IR hours are: Monday through Thursday, 10:00 – 4:00 p.m. from October – May; and Monday through Friday, 9:00 a.m. – 4:00 p.m. from June – September.
- Oversees instrument and materials sales, instrument size-ups, repairs, and returns.
- Runs and records daily register transactions.
- Coordinates instrument/supply deliveries pick up from district office as needed.
- Ensures cleanliness of all office areas.
- Works with school facility to address any repairs, cleaning, and general maintenance as needed.
- Works with IUSD to submit Facilities Use permits on-time and arrange any additional custodial needs.
- Assists families via email, phone, and in person with rental questions, appointment system troubleshooting, and general program inquiries.
Provides direction and management to Instrument Rental staff.
- Manages recruitment, hiring, training, and evaluates performance of IR Assistant, IR Leads and Prep Staff.
- Supports onboarding and facilitation of program staff, including preparing agreements, updating training materials, conducting training, and processing timesheets.
- Plans and develops work schedules.
- Maintains current knowledge and ensures compliance with organizational and departmental policies and procedures.
- Ensures that all applicable safety requirements for the program and work environment are met, including prompt injury reporting.
- Supports payroll and ensures the proper processing of check requests and payments.
Collaborates with the Marketing & Communications department to develop and execute a successful marketing strategy.
- Supports program promotion and events/outreach coordination.
- Contributes to the production of promotional materials and verifies accuracy of websites, flyers, and digital communications.
- Monitors progress towards achieving marketing goals.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Must have superior communication skills and an ability to adapt to a wide variety of audiences required.
- Extremely organized, detail-oriented, and effectively manages tasks independently by setting goals based on available information to meet deadlines.
- Applies critical thinking to create and manage documents and spreadsheets, interpreting information presented in various formats, such as written, oral, diagram, or schedule form.
- Uses analytical skills to ensure communications—both written and verbal—are clear, accurate, grammatically correct, and appropriately toned. Formulates thoughtful responses to requests for services and information from internal and external stakeholders.
- Possesses a strong sense of professionalism and punctuality.
- Comfortable with troubleshooting online appointment system, attention to detail, and meticulous tracking of scenarios and steps taken to resolve issues.
- Proficient in Microsoft Office Tools such as Word, Excel, Outlook, and PowerPoint and Google Applications such as Docs and Sheets.
- Familiarity with musical instruments and basic repairs.
EDUCATION AND EXPERIENCE:
- Bachelor’s degree in business or a related field is strongly preferred.
- High school diploma required.
- Experience in music education and music retail management preferred.
- Knowledge of instrument maintenance and repair is strongly preferred.
- Experience in staff management and supervision is required.
- At least three years of related professional experience emphasizing customer service is required.
COMPENSATION:
This is a part-time, non-exempt position with an hourly range of $30-$35. Typical hours would be Monday through Thursday, 10:00 a.m. to 4:00 p.m. from October – May, and Monday – Friday 9:00 a.m. – 4:00 p.m. from June – September. This position is in-person only and must be available to commute to the IPSF main office regularly and to multiple locations within Irvine, CA, depending on the needs of the program.
This is a part-time, non-exempt position with an hourly range of $30-$35. Typical hours would be Monday through Thursday, 10:00 a.m. to 4:00 p.m. from October – May, and Monday – Friday 9:00 a.m. – 4:00 p.m. from June – September. This position is in-person only and must be available to commute to the IPSF main office regularly and to multiple locations within Irvine, CA, depending on the needs of the program.
IPSF is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, creed, religion, sexual orientation, ancestry, age, sex, marital status, national origin, disability or handicap, or veteran status, or any other characteristic prohibited by law.
Salary : $30 - $35
