Description

Administrative Coordinator at Youth Music Project

Are you passionate about music education and youth development? Do you love interacting with people and being a bright spot in someone’s day through exceptional customer service? Are you a whiz at staying organized in a fast-paced environment? Come join our team and help us make music education a reality for all kids, regardless of their family’s ability to pay!

Organizational Summary

Our Mission: To provide outstanding rock, pop, and country music education for youth by offering tuition assistance, instrument rentals, and exceptional, state-of-the-art performance opportunities.

Our Vision: Children’s lives are transformed through the power of music.

Who we are: Youth Music Project (YMP) is a band of inspired, engaged and encouraging educators, musicians, administrators, board members and volunteers who believe that every student deserves access to exceptional music education, regardless of family income level. YMP provides music instruction to thousands of children every year via year-round after-school group classes, private lessons, early childhood classes, field trips, partnerships, and summer camps. 30 - 40% of annual enrollments are made possible thanks to our donor supported tuition assistance fund, providing access to hundreds of children and families each year who otherwise could not afford it.

Equity: Youth Music Project celebrates the chorus of perspectives, experiences, and unique essence of each person. A soloist is beautiful on its own, but a band, choir, or ensemble has vibrancy and energy made more beautiful with unique instruments and voices included together in co-creation. Modeled by our YMP board, staff, and leadership, YMP uses the study of music to empower students to appreciate and respect differences, encourage critical thinking, listen deeply, and make space for and include all voices and perspectives.

As we continue our journey of equity and inclusion, we are focused on the following goals:

• Ensuring a diverse board, staff, student, and family community by creating a culture that is welcome to all, regardless of: ethnicity, race, culture, gender identity or expression, sexual orientation, religion, class, nationality, ability, or age.
• Commitment to inclusion in thought, language, experience, and leadership.
• Continuously evaluating our efforts to increase the diversity of our organization at all levels.

Practice is at the heart of mastery, and a core tenet of music education. The YMP team recognizes that we must constantly practice in order to achieve our goals. In practice – we learn from our mistakes, we encourage each other to be vulnerable, we hold each other accountable, we support, we teach, we step up to the mic when it’s our turn, and step back when it’s time for someone else to sing. We know that our efforts and our attitudes affect everyone around us.

A chord in music is the sounding of two or more notes at the same time. Equity and our work toward change is, essentially, the harmonization of a chord. We recognize that we will always have opportunities to include more notes and different perspectives at YMP, and we are committed to welcome, create, and celebrate this rich harmony that makes our song whole.

We make music. Together.

Position Summary

The Administrative Coordinator works closely with the Program Director and is responsible for coordinating the organization’s front desk. The Administrative Coordinator works full-time at the front desk during program hours and supervises the front desk team. The Administrative Coordinator supports YMP’s programs by providing excellent customer service to students, families, and visitors, overseeing registration, attendance, requests for tuition assistance, and monitoring student traffic in our busy music school.

Things you’ll get to do:

• Work at the Front Desk, providing excellent in-person, telephone, and email customer service to families, students, and community partners.
• Supervise the Front Desk staff including hiring, scheduling, training, professional development, timecard approval, team meetings, and supervision. Work with the Program Director to conduct annual reviews and provide input for disciplinary actions as necessary.
• Coordinate tuition assistance program
• Execute proper opening and closing duties of the building.
• Address concerns and issues, consulting with other members of the Program Team as needed.
• Oversee all registration activities in the ActiveNet registration and point of sale software.
• Maintain and execute daily workflows and tasks assigned to the Front Desk staff.
• Communicate clearly with the Program Director issues, needs, and challenges of the Front Desk.
• Collaborate with Program Director to coordinate YMP Volunteer program.
• Collaborate with the Instrument Coordinator, executing day-to-day management of the instrument rental program.
• Maintain office and janitorial supply inventory for all departments, working within pre-determined budget.
• Coordinate the telephone answering message system in relation to building and office hour changes.
• If bilingual, contribute to the translation of organization materials and communications.
• Support program outreach and communication efforts, periodically tabling at and participating in off-site community events.
• Assist/participate in special events at or for YMP.
• Co-advise Program Director on parent, student, and staff concerns.
• Provide input as a member of the Program Team on program policies, design, and implementation.
• Assist with maintenance of the program schedule and registration materials through ActiveNet and Google Suite.
• Other duties as assigned.

Education and Experience

Qualifications you’ll need:

• Minimum 2 years’ experience in Customer Service, Reception, Front Desk, or equivalent related work.
• Passion for music, music education, and youth development.
• Experience working with children and families.
• Background or strong familiarity with music and music education.
• Commitment to providing exceptional customer service and being culturally responsive to people from diverse backgrounds.
• Ability to recognize confidential documents and maintain employee and family confidentiality in a professional manner.
• Intermediate to advanced experience using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Suite (Google Docs, Google Sheets)
• Familiarity with customer relations management systems and practices. Experience with ActiveNet software a plus.
• Availability to work weekday evenings, and some Saturdays as needed.
• Ability to organize and manage multiple projects simultaneously.
• Creative thinking and problem-solving skills 
• High regard for confidentiality and respect to sensitive material both financial and personal
• Commitment to Diversity, Equity, and Inclusion
• Clear written and spoken communication skills.
• Strong organizational and interpersonal skills.
• Strong attention to detail.
• Ability to successfully pass criminal background check.

Other knowledge, skills & abilities we’d like you to have:

• Experience supervising a team of employees or volunteers.
• Experience working with children and families.
• Bilingual (read, write, speak) in English and Spanish strongly preferred.
• Bachelor’s degree in music education, youth development, social service, or non-profit related field or equivalent combination of education and experience
• Demonstrates the tendency to contribute ideas and initiate new ways of working, shows enthusiasm for project work and special assignments.

Where you’ll get to work: Youth Music Project calls home a vibrant, ADA-accessible, state-of-the-art facility renovated specifically for music education and performance. We are located in the historic Willamette District of West Linn, OR.

Who you’ll report to: Program Director

Your position type: Full-time, Hourly, Non-Exempt

Your salary: $22.00 -$24.00-hour depending on experience; annual reviews and opportunity for performance increases. Bilingual Spanish speaking and writing candidates eligible to receive up to an additional 5% hourly wage.

Your benefits: Medical, Dental & Vision; PTO & Holidays, Retirement Plan with annual 4% match

Desired Start Date: May 2024

Where to apply: https://www.youthmusicproject.org/careers

Physical Demands

The physical demands described in this position description are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is consistently required to remain in a stationary position for at least 50 percent of the time; occasionally moving about and ambulate to support office operations. The incumbent in this position will need to constantly operate and handle computers and other office equipment, frequently communicate with clients and be able to exchange accurate information; be able to assess clients’ needs from near and far distances and determine proper care; and occasionally lift and/or move up to 40-45 pounds.

Youth Music Project is an equal opportunity employer. We value, honor, and promote equity, diversity and inclusion in our employment and educational processes. Applicants from diverse backgrounds are enthusiastically encouraged to apply.