Music School Administrative Assistant

3 weeks ago

Catonsville, United States The Columbia Rock School Part time $19 - $23
Job DescriptionJob DescriptionBenefits:
  • Bonus based on performance
  • Competitive salary
  • Employee discounts
  • Opportunity for advancement
  • Training & development

Music School Administrator

Soundcheck Rock Academy

Music is exceptional at Soundcheck Rock Academy and plays a crucial role in our community. Music is both incredibly popular and of great importance to our pupils and parents. There is a packed concert and performance schedule featuring a wide range of ensembles from beginner to advanced, performing in venues such as the Main Street Music Festival, and Music City Maryland Festival. To our showcases held at Fishead Cantina or the Encore in Columbia MD. Our music school is producing the best local talent in a creative and inspiring way. We produce consistent and increasing growth and are looking forward to many more years of success.

The Music School Administrator plays an integral role in the smooth running of the department. The successful candidate will act as the face of the music school and, as the first point of contact, they must have the ability to positively engage with parents, pupils, staff, and visitors, dealing with all requests positively and efficiently, whilst undertaking a wide range of important administrative tasks quickly and with an eye for detail and the highest quality.

Main Responsibilities


  • Timetabling all music lessons using Opus1.io. Bands are scheduled to rotate through rehearsal rooms.

  • Administration for all concerts and other Music School events with the assistance of the General Manager and Soundcheck Music Director.

  • Entering students and managing the timetable of rehearsals and bands in
    consultation with the schedule.

  • First point of call for all parental inquiries about schedules/rescheduling lessons and all other inquiries regarding all business relating to Soundcheck Rock Academy.

  • Keeping an up-to-date database of all musicians in the school (including their ensembles and
    performance opportunities), instruments, and other facilities in the department.

  • Submitting and managing accounts for substitute teachers and lessons in a timely mannaer.

  • Presenting as the front-of-house personality of Soundcheck Rock Academy, welcoming students, parents, and other visitors, creating a positive and inclusive atmosphere for all.
  • Give tours of the facility to potential new students and parents.
  • Support with the management of Soundcheck Rock Academy facilities, including presentation of the department noticeboards and any associated marketing materials
  • Assist with social media campaigns and website updates

Administration


  • Scheduling of all instrumental/voice music lessons

  • Scheduling of band rehearsals and assist with placement of students into correct bands.
  • Administration of all concerts and events.

  • Maintaining a daily sheet of all events, to be shared with the General Manager and Executive.

  • Providing a high level of administrative support for the General Manager and Soundcheck Music Director.

  • The keeping of a detailed database, tracking all students in the school and their musical activities.

  • Assist instructors with music notes and assignments for their lessons

  • Administration of Music School reports.

  • Keeping accurate and up-to-date lists for each ensemble's music song history.

  • Administering the upkeep and loan system for all school instruments.

  • Organise meetings between the General Manager, Soundcheck Music Director, and other staff when required.

  • Handling ticketing and program publications for all concerts.

  • The organization of staff lessons notes and deliverabes9opus1.io.

  • Ordering stationery and all related supplies.

Communications


  • Management of all parent inquiries, responding positively, professionally, and swiftly, serving as the front line of the Music School.

  • Responding to student requests/issues that may relate to room booking, instrument loans, or other small problems. All students should feel that this person is approachable and there to help and facilitate.

  • Greeting visitors to Soundcheck Rock Academy, ensuring they are well looked after and are left with a positive impression of Soundcheck Rock Academy.

  • Establishing positive and regular communication between the Music School and all other areas of the school.

  • Communicating regularly with all VMTs, establishing a friendly and inclusive community for all who work here.

  • To act as the first point of contact for all VMTs, helping them to resolve problems or to enable suitable initiates.

Other Responsibilities


  • To be in attendance at all major concerts.

  • To work with the General Manager on establishing evolving systems, designed to ensure the most efficient and successful running of the Soundcheck Rock Academy as a whole.

  • To keep regular contact with the second Soundcheck location, working together on events throughout the year.

Person Specification


Knowledge and Experience


Strong IT skills, and a willingness to learn and consult on new systems designed for the continued and improving execution of administrative responsibilities.

Experience of scheduling

Experience in administrative systems within a busy working environment

Highly competent and accurate in word processing with accurate data entry and analysis skills

Clarity of verbal and written communication

High level of organizational skills

Skilled in relating to young people who may be challenging

Knowledge of maintaining confidentiality in sensitive situations, knowing when to share information, and to accept responsibility for decision-making

Skills, Abilities, and Personal Qualities


Ability to engage as part of a team
Flexible approach to working
A friendly and professional manner in all communications Able to effectively work under pressure managing tasks Ability to organize and prioritize workload.

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