What are the responsibilities and job description for the Office Manager position at Northeast Iowa School of Music (NISOM)?
The Office Manager is responsible for daily operations of Northeast Iowa School of Music as they relate to on-site lessons and classes. The Office Manager also acts as receptionist.
The Office Manager is expected to maintain a time record in Jackrabbit, work in cooperation with the Executive Director, Board of Directors, staff, and faculty, maintain all work in an orderly fashion so that information is readily accessible to others, and comply with all school policies and regulations.
The Office Manager typically works from 10-6, M-F. Hours are negotiable.
Responsibilities
On-Site Instruction & Programming
● Answer the phone, check email, and distribute messages in a timely manner.
● Handle client questions and issues as they arise in person, over email, or on the phone. Send information to and follow up with inquiries.
● Register students and distribute receipts, handbooks, and other materials. Maintain supply of current class offerings and policies. Keep posted information up to date.
● Schedule and reschedule lessons as necessary. Keep current student and instructor attendance records. Keep family and faculty information up to date. Maintain student photo release information.
● Take and record tuition payments. Communicate with customers when tuition is due. Send invoices for past-due payments.
● Enforce all policies outlined in the Northeast Iowa School of Music student handbook and communicate these to students, parents, and faculty. Make annual policy and budget recommendations.
● Prepare scholarship reports. Update and publicize scholarship applications annually. Maintain scholarship files.
● Prepare the database software portion of payroll for the Business Manager. Distribute pay stubs and file records.
● Manage the West Music account. Place weekly book orders and maintain inventory database. Sell books and merchandise.
● Write/send press releases in cooperation with the Assistant Director of Programming.
● Give paperwork to new employees. Train all new faculty on procedures.
● Supervise and prepare items for the janitor, office volunteers, and interns.
● Prepare reports for board meetings as directed.
● Perform other duties as requested by the Executive Director.
Facilities & Equipment
● Act as point person for facility difficulties, studio schedules and keys, and other
faculty issues. Prepare studio schedule recommendations each school year and summer.
● Order and stock office and cleaning supplies.
● Maintain all office equipment. Keep office and public areas neat and tidy.
● Maintain files of all office procedures and manuals in Google Drive.
Off-Site Events & Programming
● Work with the Assistant Director of Programming to prepare for recitals and other off-site events. Aid in event preparations, ticket sales, and follow-up as necessary.
● Work with the Assistant Director of Programming to update information on the website and social media.
● Provide program information for grant applications and reports and track hours and expenses relating to grant-funded programs. Prepare mailings as needed.
Qualifications
Applicants should possess a Bachelors degree in an office-related field or have requisite experience in managing office operations. Applicants should be proficient with Word and Excel.
Experience and knowledge of music and musical instruments is a plus.
Northeast Iowa School of Music is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, gender, ethnicity, or any other criteria.
A background check will be required upon hiring.