Administrative Associate

Community Music School (CMS) has an immediate opening for a front-office administrative associate to provide support for CMS students, families, and teachers. CMS is a nonprofit music school located in Allentown, PA. Learn more about CMS at cmslv.org.

Location: 1544 Hamilton Street, Allentown, PA 18102

Position Type: Part-time employee, nonexempt

Schedule: Monday through Thursday 3:00 pm – 9:00 pm weekly, except during school break periods and observed holidays. Saturday mornings/early afternoons as needed for occasional classes. Possibility of other weekend hours for events as needed. 

Pay: Starting at $15-$16, based on education and experience.

Reports to: Administrative Coordinator and Operations Manager

Required responsibilities include but are not limited to the following:

• Grant building access to students and families; assist with checking students in/out; contact students who are absent 
• Collect unpaid tuition and fees in online scheduling and billing system
• Answer and initiate calls and emails regarding inquiries, student/teacher scheduling changes, and student billing; direct calls and emails to the appropriate staff member as needed
• Collaborate with the administrative team to coordinate schedules for new students; provide support throughout the students’ enrollment process and lifecycle
• Maintain accurate student information in online system and paper files
• Provide clear and efficient communications with students, parents, teachers, and administration via phone, email, and online system
• Support student and family retention by following through with timely matters, maintaining a respectful attitude, and establishing rapport 
• Attend virtual weekly administrative team meetings and quarterly CMS faculty and staff meetings
• Ensure compliance with CMS administrative policies and procedures
• Initiate new organizational systems and procedure updates as needed 
• Assist with the closing of business at the end of each day
• In case of emergency, assist with evacuation and/or emergency protocols

• Additional administrative tasks as requested by supervisors, including, but not limited to: data entry, reporting (student information and instrument inventory), office/facility organization, and printing/assembling programs or marketing materials

• Monitor CMS private event rentals as needed (occasional weekends outside of regular hours): manage building access for hosts and guests, assist with facility-related needs for the event such as host setup/cleanup, and enforce event rental policies

Required Qualifications:

• Education: Associate’s degree in business administration, accounting, sales and/or marketing, psychology, or related field. 
• Experience: administrative, office, customer service, scheduling, or related experience – 1 year
• Language: English; Spanish is a plus
• Work Authorization: US Citizen, Permanent Resident
• Excellent and effective customer service, interpersonal, and communication skills (written and verbal)
• Proficient technology skills: Google Suite (Mail, Sheets, Forms, Docs), scheduling software, PDFs, scanning, printing, spreadsheets (basic formulas and organization), and reports
• Ability to multitask, self-motivate, pay attention to detail, and prioritize work efficiently
• Demonstrated above-average organizational skills
• Ability to be a team player, take direction, and maintain communications with other faculty and staff as needed
• Enthusiastic and positive attitude
• Professional conduct and composure, especially in challenging situations
• Passion for music is a plus

Required Clearances: In accordance with PA Act 153, CMS requires that all employees have or obtain PA-required child protection clearances and complete mandated reporter training. All required clearances and training must be current (within the last 5 years):

• Child Abuse History Clearance
• Pennsylvania State Police Criminal Record Checks for Employment
• Federal Bureau of Investigation (FBI) Fingerprinting
• View more information about Act 153 Clearances: http://keepkidssafe.pa.gov/resources/clearances/index.htm
• Mandated Reporter Training: https://www.reportabusepa.pitt.edu/

Benefits:

• Retirement savings plan with employer matching contribution

How To Apply: Please complete the CMS employment application. Submit the application, along with your resume, cover letter, and any current clearances.

COVID-19 considerations:

CMS requires its employees to be fully vaccinated against Covid-19 to protect themselves and others within the school. If you cannot receive the required vaccinations, please apply to be considered for online teaching. cmslv.org/health-safety-plan/

CMS is an Equal Opportunity Employer. We seek to embody the community we serve through inclusive representation across our staff and faculty.

CMS is committed to providing a learning and work environment free of unlawful discrimination and harassment. CMS does not discriminate on the basis of race, religious creed (including religious dress and grooming practices), color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex (including pregnancy), gender, gender identity, gender expression, age for individuals over forty years of age, sexual orientation, military and veteran status of any person, level of family income, or any other consideration made unlawful by federal, state or local laws in its education programs and admission, employment, and financial aid policies. CMS also prohibits unlawful discrimination and/or harassment based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. Such discrimination, sexual harassment, and/or harassment is unlawful and prohibited by the School.