In-School + Career Development Associate

Details at a glance

• On-Site Location
• Full-Time Schedule (40 hours)
• 4-Year Degree Required
• Master’s Degree Preferred

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About JAZZ HOUSE KiDS

JAZZ HOUSE KiDS stands at a pivotal moment, marked by substantial growth, expanding impact, and exciting developments across our organization. From the launch of our arts education program in Lower Manhattan in collaboration with Trinity Church NYC, to record-breaking growth in our arts education programming, to producing the largest outdoor jazz festival in the region, and to advancing student success through our JAZZ HOUSE Music Scholars in-school program, we are fulfilling our mission to build young community leaders and global citizens through jazz.

Position Summary

The In-School Career Development Associate plays a critical role in advancing student success and supporting the administration of JAZZ HOUSE KiDS' dynamic music education programs across our school partnerships in Newark, Elizabeth, Jersey City, Montclair, Brooklyn, New York City, and beyond.

This position supports the Music Scholars In-School Residency Program, JAZZ HOUSE NYC Fellows Program, and the GiANT Steps Career Development Initiative, including JAZZ HOUSE Goes to College and the CHiCA Power Leadership Summit, as well as curriculum development initiatives such as the Max Roach Music Project and Jazz: The Sound of Freedom at 250.

The successful candidate will provide day-to-day administrative and program support across our four mission pillars of access, learning, career development, and community building. The position requires exceptional organizational, communication, and time management skills to coordinate school partnerships, faculty, program logistics, and multiple concurrent initiatives while ensuring a high level of service and attention to detail.

The In-School Career Development Associate will manage program calendars and project timelines, track priorities and deadlines, maintain communications calendars, support grant and funder deliverables, and ensure accurate program data, records, and documentation. The successful candidate is a proactive self-starter who thrives in a collaborative, fast-paced environment and enjoys balancing multiple priorities while helping move complex projects from planning to execution.

In-School Music Program Coordination

• Program Coordination: Assist in planning, coordinating, and implementing in-school music education programs, workshops, residencies, performances, and special initiatives across New Jersey and New York City partner schools.
• Logistics: Coordinate faculty schedules, program calendars, room assignments, teaching materials, and school logistics to ensure seamless program delivery.
• Project Management: Manage project timelines, meeting agendas, action items, and departmental workflows while proactively identifying scheduling conflicts, upcoming deadlines, and priority items.
• Data Management: Maintain Asana projects, student and faculty records, enrollment data, participation metrics, program timelines, and other tracking systems to support program administration and reporting.
• Documentation: Prepare complex scheduling documents, run-of-show materials, reports, spreadsheets, and other operational resources to support program delivery.
• Assessment & Evaluation: Administer pre- and post-program surveys, reconcile data, and support program evaluation and outcome reporting.
• Communications: Coordinate communications with school administrators, teaching artists, and partner organizations regarding scheduling, participation, logistics, and program updates.

Career Development Programs

• Program Coordination: Support the GiANT Steps Career Development Initiative by coordinating workshops, internships, mentorship opportunities, guest artist engagements, networking events, and career readiness programming.
• Signature Programs: Assist in planning and executing JAZZ HOUSE Goes to College, Senior Ambassadors, Senior Send-Off, Pre-College Academy collaborations, masterclasses, and other career development initiatives.
• Alumni Relations: Maintain alumni records and track educational and career outcomes, including college enrollment, internships, employment, and performance opportunities.
• Communications: Coordinate communications related to career resources, scholarships, internships, auditions, job postings, and gig opportunities for students and alumni.

Arts Department & Performance Support

• Performance Coordination: Assist in planning and executing student concerts, showcases, masterclasses, festivals, and special events throughout New Jersey and New York City.
• Production Logistics: Coordinate production schedules, stage plots, technical riders, run-of-show documents, event materials, and on-site operational support.
• Performance Communications: Prepare and distribute performance-related materials and communications for faculty, students, families, production partners, and staff.
• Cross-Department Collaboration: Work closely with Arts Department staff and organizational partners to ensure performances and educational events are executed successfully.

Administrative & Organizational Support

• Reporting: Prepare status reports, presentations, and supporting documentation for departmental meetings, leadership updates, and program evaluation.
• Organization: Maintain accurate departmental files, databases, and administrative systems to support efficient operations.
• Additional Responsibilities: Perform other duties and special projects as assigned in support of the Arts Department and organizational priorities.

Qualifications

Education and Experience

• Education Background: Bachelor's Degree required; Master's Degree preferred
• Work Experience: Experience in music education preferred. Experience with music equipment, logistics, and setting up an ensemble for a performance. Experience with music administration, program coordination, or arts nonprofit operations is a plus
• Availability: Occasional evenings, weekends, and travel required during performance and event seasons.

Skills, Knowledge & Expertise

• Technical Proficiency: High proficiency in Google Suite and MS Office (Excel, Word, Powerpoint). Experience with project management tools like Asana is a plus. 
• Communication Interpersonal Skills: Strong written and verbal communication skills, with the ability to draft clear professional correspondence to school partners and who connects with a broad spectrum of people in a meaningful way
• Work Style: Must possess the ability to work effectively as part of a small team in a fast-paced and dynamic atmosphere. Can do spirit!
• Attention to Detail: Consistent and exemplary attention to detail and organization, especially regarding communications with our community and with respect to data management and reporting. 
• Managing Multiple Priorities: A proactive self-starter comfortable taking initiative with the ability to manage competing priorities effectively and meet tight deadlines across multiple programs simultaneously while maintaining exceptional attention to detail. 

Personal Characteristics

• Passionate advocate for the value of arts education and youth development, with genuine concern for people and community, and interest in working with diverse communities
• Passion for JAZZ HOUSE KiDS’ mission and core values.
• Appreciation of jazz and live music goer
• Ability to lift up to 25 lbs.
• Successful completion of a national background check.

Location:  Montclair, NJ headquarters with regular travel to partner schools in Newark, Elizabeth, Jersey City, and New York City.

Schedule: Full-Time (40 hours/week); Monday–Friday, 9:00 AM – 5:00 PM during the school year, with occasional evenings, weekends, and travel during performance and event seasons

Education: Bachelor's Degree required; Master's Degree preferred

Reports To: Associate Director of In-School Programs and Career Development