Community Education Program Assistant

Position Overview

Crowden is seeking a detail-oriented, operationally-focused professional to serve as Community Education Program Assistant. This position works alongside our Community Education Program Coordinator to ensure the seamless day-to-day operations of our thriving community education programs, which serve over 1,000 students annually.

This role is explicitly operational rather than artistic in focus. We're looking for someone who thrives on logistics, systems, and creating smooth experiences for students, families, and faculty.

The Assistant will aid in registration, scheduling, family communications, recital logistics, billing coordination, and general program administration. This person will be a critical partner in maintaining the quality and efficiency that Crowden families and faculty expect.

Key Responsibilities

The responsibilities outlined are not intended to represent an exhaustive list of duties. All responsibilities are, by their nature, shared and interdepartmental.

Student & Family Services

• Serve as a welcoming point of contact for current and prospective community education families
• Coordinate student intake process including inquiry responses, scheduling, and auditions
• Support student placement with music teachers in coordination with artistic leadership
• Maintain accurate student records and registration systems
• Support families through the tuition assistance application process
• Address family questions and concerns promptly and professionally

Scheduling & Logistics

• Manage ongoing scheduling of lessons, classes, and room assignments
• Facilitate rehearsal schedules for students and faculty
• Maintain and update calendar systems (Google Calendar, TeacherZone, etc.)
• Coordinate with school administrators regarding shared space usage

Recital & Event Production

• In coordination with teaching faculty, oversee production logistics for student recitals including room scheduling, run of show, and stage setup
• Create and proofread printed programs (in coordination with artistic staff)
• Supervise events as needed, including setup and breakdown
• Support major community events (Community Music Day, Solano Stroll, etc.)

Financial & Administrative Coordination

• Support work with finance department to ensure accurate billing and tracking of student accounts
• Assist with tracking tuition assistance applications

Communications & Faculty Support

• Serve as a key source of knowledge and service for all aspects of Crowden operations
• Ensure timely communication of program information to students, families, and faculty
• Act as front desk attendant as assigned to answer phones, greet visitors, and support smooth operations
• Collaborate with marketing on website updates for community programs
• Provide administrative support for faculty needs related to classes and lessons
• Attend regular staff meetings and maintain strong communication with Community Education Program Coordinator

Required Qualifications

• Operational excellence: Demonstrated experience managing complex schedules, databases, and multiple simultaneous projects
• Systems thinking: Comfort with technology and ability to learn new platforms quickly (GSuite required; experience CRM systems preferred)
• Customer service orientation: Excellent interpersonal and communication skills; ability to create positive experiences for diverse families and faculty
• Attention to detail: Precision in managing registrations, billing coordination, schedules, and communications
• Problem-solving ability: Initiative and resourcefulness in addressing day-to-day challenges
• Availability: Flexibility to work afternoons, evenings, and weekends as program schedules require
• Physical requirements: Ability to lift 25 pounds for event setup

Preferred Qualifications

• Basic knowledge of classical music and chamber music; ability to understand instrumental performance requirements
• Experience working in music education settings, particularly with community music programs
• Background on an orchestral instrument
• Familiarity with chamber music repertoire and performance practices
• Experience in nonprofit arts organizations
• Bachelor's degree or equivalent professional experience

What Makes This Role Unique

This is an opportunity to be part of an organizational evolution at Crowden. We've learned that combining operational and artistic leadership in one role was unrealistic. By creating dedicated operational support, we're ensuring that both the day-to-day logistics and the artistic vision of our community programs receive the focused attention they deserve.

You'll work in a collaborative, mission-driven environment where continuous improvement is valued. The role offers some flexibility for remote work, though regular on-site presence is essential given the nature of the responsibilities.

Job Type: Part-time

Pay: $ $25.00 per hour

Expected hours: 20 per week

Work Location: In person