Education Operations Coordinator

NEMPAC’s Education Operations Coordinator supports the day-to-day operations, administration, and registration of NEMPAC’s growing Community Music School, which offers programs in Music, Musical Theatre, and Dance to all ages and all abilities across the North End and Charlestown neighborhoods in Boston. The role will be a key player in the educational team and will work alongside other administrators including the private and group music instruction manager and musical theatre program director.

This role is for an individual who has the ability to work effectively in a fast-paced environment, is very well organized and a self-starter, and is motivated to advance in the organization. The role requires excellent outward-facing customer service skills to develop relationships with families and students - as well as highly organized skills to manage daily operations, scheduling, and registration of educational programs. 

This is a full-time, exempt position, working 40 hours per week, with one remote weekday. Occasional nights and weekends for events may be needed.

Responsibilities:

Program Operations (45%):

• Acts as an ambassador and representative for Educational Programs, including dance, musical theatre, and music for all ages, and works to support an inclusive environment for artists of all ages to participate in.
• Works with the Educational Team to uphold quality of programming and excellence in instruction. 
• Provides input on the annual school calendar, including programs, session dates, performances, and special events. 
• Updates CRM and organizational calendar with schedules for all classes, summer programs, workshops, and special events. 
• Supports the onboarding process for any new hire faculty or staff on the Education team 
• Works with the Private & Group Music Instruction Manager and Facilities Coordinator to ensure facilities are properly equipped with instruments and equipment needed for programs
• Executes two surveys a year to collect feedback from families/students enrolled in programs. 
• In-person attendance to support the start of sessions for group programs and as needed throughout the session, with support from the Education Team. 
• Provides the Development Team with access to date and/or student records as needed. 
• Enforces organizational policies and ensures proper communication thereof
• Works with the Marketing and Development Teams on special campaigns and ways to support enrollment and cultivate families and students.
• Participates in bi-weekly Education Team Meetings and monthly NEMPAC Staff Meetings. 
• Other duties as assigned that pertain to educational programs

Registration Management (45%):

• Responsible for processing and supporting all student registrations for NEMPAC’s community music school and for making our online registration system and procedure accessible. 
• Executes and coordinates communication through CRM ASAP Connected via text and email with 400+ families and 40+ faculty on program details, start/end dates, reminders, performances.
• Handles and responds to all incoming inquiries for placement in a class, private lesson, or group program
• Responsible for day-to-day management of community music school CRM - ASAP Connected:
• Creates, updates all class information and faculty info in CRM 
• Works daily with the CRM for coordination of records
• Prepares for the start of each session, pulling class rosters, handling logistics, and ensures smooth transitions for the first weeks of programs, including student pick-ups.  
• Maintains and ensures accuracy of all student records, accounts, and alumni and updates Educational Program KPI’s bi-annually.
• Responsible for sending tuition reminders to all past due payments, and sending any open accounts receivable to Business & Operations Manager past 90+ Days aging. 
• Tracks tuition assistance awards in CRM, and files invoices for bookkeeper access to support accurate aid tracking. 

Community Outreach, Events & Marketing (10%):

• Provides support to the Private & Group Music Instruction Manager for recitals and community events within the community music school 
• Supports annual Performathon fundraiser as needed 
• Helps recruit and spread the word to community members on all NEMPAC events and programs.
• This role supports marketing responsibilities as needed, including flyer distribution, supporting content for the website and print materials, and content for the NEMPAC weekly e-newsletter.
• Provides additional support at or in preparation for annual fundraising events as needed 

Qualifications & Minimum Requirements:

• Shared values in inclusivity and accessibility to arts programming for all
• 2+ years of professional administrative experience required.
• 2+ Years of experience with non-profit arts administration preferred, but not required.
• Bachelor's Degree strongly preferred. Relevant experience may be substituted. 
• Must be very well organized and have attention to detail 
• Excellent communication skills
• Ability to multitask and work in a fast-paced environment 
• Excellent administrative skills (Excel, Google, CRM software)
• Be an energetic, creative, and outgoing individual 
• Background in arts education, music programming a plus 

Schedule & Pay: This is a full-time position. Benefits include health, dental, vision insurance, sick and vacation PTO, 401K and match program, and a creative and flexible organizational culture. Salary is commensurate with experience ranging between $50,000-$54,000

How To Apply: Email letter of interest and resume to Educational Program Director at acarufel@nempacboston.org by May 27. Please write “Education Operations Coordinator” in the subject line.