Academy & Public Programs Coordinator

Job Description

Job Description

Job Summary

In alignment with the Cleveland Institute of Music’s Mission, Vision and Institutional Learning Goals, the Coordinator of Academy and Public Programs holds primary responsibility for communications and academic operations of The Academy at CIM and Continuing Education, while also providing support for various summer and other public programs. The Academy and Public Programs Coordinator is deeply involved in (1) the development of the Academy community through event planning and management, (2) collaboration with Office of Admission staff to help meet enrollment goals, and (3) regular attendance at student recitals and community events.

This position serves as the hub of communication and coordinates cross-team functions in admission, artistic operations, and facilities, as well as supporting program and policy development for the Academy and Public Programs division.

This position works Tuesday through Saturday most weeks during the academic year but may occasionally have meetings or events to attend on Mondays or Sundays. This position works Monday to Friday during academic breaks and the summer when there is no Saturday programming.

Primary Duties and Responsibilities

Program administration

• Manage weekly logistics, including planning, staffing, coordination, communication, and execution.
• Manages division Outlook calendars, including meeting invitations and communications
• Serves as the primary staff presence on Academy Saturdays with a possible evening during the week, coordinating academic operations and responding to student, parent, and faculty needs in conjunction with faculty directors
• Communicates and resolves parent and/or student concerns and elevates them as appropriate
• Hires and supervises Academy Program Assistant work-study students
• Coordinates Academy events and programs in conjunction with staff
• Coordinates recitals as assigned
• Facilitates purchases within established budget

Communications

• Coordinates division communications including:
  1. Logistical needs
  2. Parent and student communications (daily, weekly)
  3. Program Sway page creation and maintenance
  4. Faculty logistical needs
  5. Faculty newsletter
  6. Marketing staff, including alignment with CIM brand standards and marketing guidelines

Enrollment Management

• Serves as deputy registrar for Academy and Public Programs including:
  1. Student scheduling in Populi
  2. Course Catalog
  3. Advising meetings
  4. Facilitation and communication of student schedule changes

Summer Programs

• Provides administrative support to CIM’s summer programs, such as communications and enrollment management.

Other duties, responsibilities, and projects as assigned, including occasional support for Conservatory operations, such as admission days and performance juries.

Qualifications and Experience

Qualifications

• Bachelor's degree with a focus in Arts Administration or Business Management OR proven experience in administrative support
• Significant experience working in classical music and/or education is advantageous.
• Must possess some database management skills
• Proficient use of Microsoft Office 365 products
• Strong communication skills and interpersonal skills required; a customer-service mindset in serving internal stakeholders, including students and faculty

Experience

• 1–2 years administrative experience preferred

Competencies

• Communication: Communicates well (written and verbal), delivers presentations, has good listening skills
• Organizational Skills: Information organized and accessible, maintains efficient workspace, manages time well
• Customer Service: Works well with customers, promotes a positive image of the company, strives to solve issues raised by customers
• Dependability: Meets deadlines, works independently, accountable, maintains focus, punctual, good attendance record

Personal Attributes

• Energetic, flexible, and adaptable
• Enjoys working with a vast array of people
• Works equally autonomously and in a group
• Strong multitasking abilities, with the capacity to prioritize appropriately
• Attention to detail and ability to meet deadlines consistently is essential
• Discreet and maintains confidences
• Must be able to thrive in a collaborative and team environment
• Positive self-starter and able to overcome obstacles
• Must be a team player who puts the needs of team above self

Working Conditions/Physical Requirements

• Most of the work will take place sitting in an office with heavy phone and PC usage.