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Administrative Coordinator

Suzuki Music School of Westport

Westport, CT

MANAGED BY: Music Director
RESPONSIBLE FOR: Registration, Finances, Office Management and support staff
SALARY: Contracted and reviewed annually
MEMBER OF THE SCHOOL LEADERSHIP TEAM

PURPOSE OF JOB

  • To be a member of the School Leadership Team with responsibility for the delivery of all support services in the School.
  • Share responsibility with the other members of School Leadership Team, for the generic role of school leadership.
  • Provide strategic advice to the Music Director, Assistant Music Director and Board of Directors on financial management, office administration, human resources, contracts, payroll, health & safety, premises maintenance and improvement to ensure the well being for the current and future needs of the school and its constituents.

PRACTICAL AND PERSONAL SKILLS

Interpersonal Skills

  • Provide the face of the school with a friendly, warm and efficient demeanor to all enrolled and non-enrolled families.
  • Provide positive and constructive assistance to all employees in the execution of their jobs
  • Maintain a tidy and efficient office

Office Skills

  • Fluency with QuickBooks for budgeting, invoicing, billing and accounts
  • Fluency in Access, Excel, Microsoft Publisher, Word or related programs as appropriate
  • Experience in Payroll Preparation
  • General Computer literacy to ensure maintenance of efficient and up to date operations
  • The ability to advise the school’s Leadership Team on new opportunities to improve the schools operations

KEY JOB OUTCOMES

Financial Management

  • Implement the School’s financial strategy and ensure efficient financial operations as directed
  • Manage, monitor, review and report on the School’s budget, accounts & cash flow
  • Maintain the financial operations of the school, including all bill payments, invoicing, banking and annual audits
  • Provide the Finance Committee and Board of Directors with monthly summaries of the schools financial health and report on the financial consequences of decisions and options available, adjusting strategic objectives accordingly
  • Ensure that all proper financial practices and operations are fully in place and up to date
  • Generate proposals for the more effective use of School’s financial resources/investments.

Administration

  • Manage enrolment and registration for all new and returning families
  • Act as the key point of liaison with the schools enrolled families for registration, scheduling, billing, and invoicing for lessons, materials, extra events and ticket sales
  • Strategic leadership for the procurement, execution and maintenance of all purchases, systems, services and service contracts, reflecting the School’s changing needs
  • Public relations, maximising publicity of student achievement and production of prospectuses, flyers and PR information and joint care of the school’s website
  • Direct the day-to-day management and staffing of the school’s main office
    Review and revise non-curricular school policies and procedures in liaison with the Music Director
  • Maintain an overview of the school policies and procedures in relation to institutions locally and Nationally
  • Provide leadership to identify and pursue opportunities for external funding and grants

Human Resources

  • Execute and manage employee payroll on a biweekly schedule with the school’s payroll provider
  • Provide timely information for all employees of studio rosters, group class rosters and related attendance sheets
  • Develop, implement and review appraisal and performance management systems for all non-teaching staff
  • Complete annual self-assessment of goals in review with the Music Director and Board
  • Supervise the training of the members of the School’s Leadership team to ensure efficient office management and process
  • Review and revise personnel policies and team structures for all teaching and support staff in collaboration with the Director.

Premises

  • Carry out regular joint inspections of the school to ensure that the premises are meeting the expected standards and are being used to their full potential
  • Liaise with Heads of Faculty/Department, and deliver creative solutions to problems
  • Responsibility for health and safety issues relating to the sites, staff and students, and represent the Music Director at relevant external meetings and conferences.

Context


The post holder will be a member of the School Leadership Team attending meetings as appropriate and relevant, including Finance Committee Meetings and Board of Director meetings as requested. This will involve carrying out other duties as may be requested in this senior role, including ‘on call’, and carrying out some evening work. The post holder will take a strategic lead over support services and support staff.

General and Review


Undertake such duties as may from time to time be reasonably assigned by the Music Director, operating within the provision of the School’s pay and conditions of Employment.

This job description is not necessarily a comprehensive definition. It will be reviewed periodically and when appropriate and may be subject to change or modification at any time after consultation.

APPLY

Dr. Andrew Smith, Director
Suzuki Music School of Westport
212 Post Road West
Westport, CT 06880
(203) 227-9474
andrew.s@smsw.org

 

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