STUDENT SERVICES ASSOCIATE

JAZZ HOUSE KiDS seeks a Student Services Associate to join the Student Services team, drawing upon skills as a master relationship builder and trusted colleague, coupled with strong organizational and attention to detail skills to oversee and manage the Student Services function at the JAZZ HOUSE.  This position will provide support for all of the academic school year program and summer registration of the youth and adult division taking classes and special programs at the JAZZ HOUSE in downtown Montclair, New Jersey.  

Details at-a-glance:

  • Schedule:  Monday through Friday
  • Hours weekly: 25 hours
  • On-site location, Montclair NJ
  • Employment Type: Part-time Employee
  • Term: October – Friday, May 31, 2024
This position is divided into six main areas of focus: 
  1. Student and family communication and registration 
  2. Account management and billing 
  3. Scholarship review and awarding 
  4. Active (CRM) system management 
  5. Regular reporting on class registration status
  6. Admin support, answering phones and taking messages for all departments.

Department: Student Services Department

Reporting:   This position currently reports to the Director of Student Services

Jazz House Coordinated Team:  This position works closely with all members of the Arts and Education team, as well as Marketing and Finance Departments

Principal Duties Include:  

  • Liaise with students and families frequently and consistently
  • Prepare Monday communication and coordinate other messages with marketing and the arts team as needed 
  • Maintain registration portal on our student database system, ACTIVE for all programming
  • Troubleshoot any student registrations or programming issues on ACTIVE
  • Process student registration and payments as they come in
  • Manage and process payment plans
  • Track enrollment data for the Academic Year and Summer programs for youth and adult, and report out weekly
  • Process scholarships and track private lessons, assisting with scheduling lessons as needed.
  • Daily and weekly updates ad hoc reporting of summer class registration 
  • Weekly reconciliation of registrations and payments with the Finance Department 
  • Update graduation information in ACTIVE and deliver new alumni names to the Development Department for proper handling
  • Provide consistent and complete demographic information for reporting
  • Serve as the main point of contact for all general inquiry calls to the JAZZ HOUSE
  • Support inventory management of office supplies and facility needs.
  • Other duties as assigned

PERSONAL CHARACTERISTICS:

  • Innate curiosity, inquisitiveness and ability to energize and engage stakeholders
  • Interest in jazz and commitment to advocating for youth development through the arts 
  • Passion and compassion for helping people and building a safe community of inclusion 
  • High level of emotional intelligence, maturity, flexibility, humor and insight
  • Commitment to the mission of JAZZ HOUSE KiDS dedication to improving access to the arts for young people and their families from diverse communities

QUALIFICATIONS & EXPERTISE

  • Strong relationship building and management skills
  • Excellent organizational, writing and interpersonal skills are required. 
  • Strong database management skills; familiarity with Active Network + ASANA programs a plus.
  • Ability to balance multiple priorities effectively in a fast paced, constantly evolving environment.
  • Sensitivity to student and family privacy when handling confidential information.
  • Professional, nonjudgmental, compassionate demeanor.
  • Ability to handle difficult situations and people while remaining calm.
  • Strong verbal and writing communication skills
  • Ability to communicate with various stakeholders,internal and external.
  • Self-motivated, high energy, and team-oriented, can-do attitude.
  • Ability to plan, organize, implement and direct programs, events and services.
  • Ability to anticipate needs and opportunities and demonstrate flexibility 
  • Familiarity with music education is a plus 
  • Ability to speak Spanish a plus. 
  • Intermediate to advanced knowledge of Mac systems, Microsoft Word and Excel, Google Suite

About JAZZ HOUSE KiDS: JAZZ HOUSE KiDS has been swinging doors open for 21 years, and our emerging musicians are soloing and singing their way to greatness. We use America’s original musical art form to stimulate students’ creative self-expression, personal growth and collective engagement. JAZZ HOUSE KiDS does whatever it takes to build tomorrow’s community leaders and global citizens through jazz and keep our promise to serve all students regardless of their financial circumstances.

How to Apply: Qualified candidates should email a cover letter, resume and writing samples to employment@jazzhousekids.org. Please include Student Services Associate in the subject line. No phone calls, please. Salary/benefits commensurate with experience. References may be requested.

JAZZ HOUSE KiDS is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you need assistance or an accommodation due to a disability, please let us know.