School Coordinator Jobs

Job Summary

The Music School Program Coordinator provides administrative and operational support for CSMA’s Music School. The primary responsibility of this position is driving enrollment for both current and prospective students. Fulfillment of this responsibility requires coordinating faculty schedules, breaks, and availability using strong interpersonal communication and collaboration skills.

A secondary responsibility of this role is handling logistics for all Music School recitals. This includes managing event scheduling, ensuring necessary resources and equipment are provided, and attending recitals in person to facilitate the needs of faculty, student performers, and guests.

Reporting to the Music School Director, this position also works in alignment with the Music Classes & Faculty Supervisor to handle faculty needs and logistics. This is a key support role that requires high interpersonal resilience, exceptional attention to detail, and the ability to provide professional support to faculty.

Primary Roles and Responsibilities

• Enrollment Coordination: Actively drive the enrollment process by managing new inquiries, conducting follow-up communication via phone and email, and navigating registration software. The priority in this operational area is to provide the level of follow-through necessary to maximize student enrollment and retention.
• Faculty Schedules & Support: Manage faculty teaching schedules, availability, and breaks with high precision. Optimize room schedules, resolve calendar conflicts, and serve as the primary point of contact for assigned faculty.
• Recital Coordination: Lead all logistical and administrative operations for student recitals (~40/semester), including communications, resources, and program creation. Responsible for in-person attendance and support at recitals, which requires working some weekends.
• Student Lifecycle Support: Coordinate the administrative logistics and success of trial lessons, teacher transfers, make-ups, and withdrawals, collaborating closely with faculty to ensure accurate record-keeping and process completion.
• Customer Service: Serve as a front-end representative, welcoming families and delivering exceptional customer service to ensure a positive and personable experience for students and parents.
• Professional Composure: Maintain a warm and helpful demeanor while supporting faculty, parents, and students. This role requires the ability to remain objective and professional when navigating interactions with assertive personalities, managing family concerns, or addressing faculty needs under pressure.
• Student Services Collaboration: Partner with the Student Services team as a key collaborator to ensure student data is accurate and that families experience a smooth transition from inquiry to active enrollment.
• Departmental Assistance: Provide occasional administrative support to cross-program areas and events, including the Music Classes program, as requested.

Skills, Qualifications & Experience

• Education: Bachelor’s degree in administration, arts management, or related field. A music degree is not required.
• Working experience: 2+ years of work experience with customer service, scheduling, or a relevant area. Strong background in music, music education, or instrumental/voice study to evaluate student needs and operate effectively within a music school.
• Process & Detail Orientation: Exceptional attention to detail and strong multitasking skills, with a proven ability to navigate complex, multi-step workflows. Proficient in managing information across multiple resources simultaneously, including registration systems, calendars, spreadsheets, and communication channels, to execute operations without error.
• Event Coordination: Strong real-time problem-solving skills to ensure seamless recital operations. Adept at assisting faculty and attendees during recitals while working collaboratively with concert hall and facility staff to manage logistics.
• Independent Operation: Ability to work independently and solve problems in real time when other administrative personnel are not available. Must remain calm and resourceful to effectively resolve unexpected logistical or client issues without immediate managerial oversight.
• Professional Maturity & Composure: Professional maturity, ability to remain calm, composed, and solutions-focused when navigating high-pressure situations, tight deadlines, or challenging interactions.
• Google Workspace & Technology: Advanced proficiency in Google Workspace (Gmail, Calendar, Sites, and Sheets), alongside a strong adaptability for quickly mastering new registration software, technology, and collaborative administrative tools..
• Customer Relations & Sales: Highly personable, building connections across phone, email, and in-person communications. Pairs a warm, accommodating approach with strong drive and enthusiasm to engage families, prioritize inquiries, and grow student enrollment.

Schedule & Physical Requirements

Schedule

• Tuesday - Friday (12:00 pm - 8:30 pm) & Saturday (9:00 am - 5:30 pm).
• Occasional weekend availability required to support recitals and special events.

Physical Requirements

• Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl.
• Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Frequently required to stand; walk; use hands to finger, handle, or feel; and reach with hands and arms.

Pay: $28.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 403(b)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Customer service, scheduling: 2 years (Required)

Ability to Commute:

• Mountain View, CA 94040 (Required)

Work Location: In person