The Program Operation Assistant reports to our Director of Program Operations to process student registrations and help to manage communication with students, parents, volunteers, and faculty in support of Stanford Jazz Workshop’s acclaimed summer education programs and Festival concert series on the Stanford University campus.
The successful candidate will be someone who is comfortable and adept at helping SJW students/parents/jazz educators to understand, select, and register for SJW jazz education programs, including both summer and year-round opportunities. In addition, the POA/C will also assist the Finance Director with preparation for the annual audit, internal controls, and document retention.
The position is based in SJW’s San Francisco office located in the Inner Sunset district from mid-August through early July. SJW relocates to the Stanford University campus for approximately one month each summer, generally from the second week in July through the first week/ten days of August .
The work schedule and responsibilities vary and candidates must be willing to commit to a flexible schedule that includes weekend and evening duties throughout the Stanford residency. Some weekend events are also likely during SJW’s SF residency. Staff are provided with housing, meals and paid parking during the Stanford residency.
About Stanford Jazz Workshop
Stanford Jazz Workshop is a 43-year old independent nonprofit organization dedicated to the perpetuation of jazz music through educational programs and concerts of the highest artistic quality. SJW’s mission is to create an environment that is conducive to learning, experiencing, and appreciating jazz — a community created by bringing the best performers and teachers of jazz together with listeners and students of all ages, abilities and backgrounds. For more information, please see http://stanfordjazz.org.
Responsibilities
Manage incoming calls and emails from students and parents inquiring about our educational programs and jazz festival. Respond to and resolve questions from parents and students regarding fees, programs, lodging, and other issues.
Process registration applications, which requires accurately entering large amounts of data into a database, and assisting the Director of Program Operations in reporting and monitoring enrollment numbers.
Track payments and contact participants about outstanding balances, key deposits, instrument rentals, waiver forms, check out dates and auditions.
Manage placement evaluation material intake, schedule student evaluations, assist students in submitting course change requests, record and account for detailed participant requests and special needs
Track and manage receipt of confidential financial aid application materials and prepare them for review
Proofread and edit informational documents and participant correspondence
Assist in communications with volunteers, call their references, create and update their individual schedules, processing their complimentary ticket requests and coordinating with/training Front of House Manager in executing these tasks.
Assist with hotel and travel reservations for artists, faculty, and staff as needed.
Manage office supplies and online ordering, sort and distribute mail
Assist faculty and staff with occasional printing, photocopying, and scanning needs.
Assist in the administrative details of each day’s education and production needs.
Work with and prepare materials for counselors as well as following up with head counselor during student check in periods, and communicate with counseling staff about student needs and parental concerns.
Assist in the moving of our permanent office to and from our summer Stanford University office location.
Help manage on‐site registration for summer programs.
Manage main office during summer programs, provide excellent customer service to parents and students with questions or concerns, trouble shoot student issues
Train and work with a seasonal Office Assistant for summer programs
Qualifications
At least one year administrative or registrar experience, preferably relating to education or the performing arts.
Superb verbal and written communication skills; ability to communicate effectively with a wide variety of individuals, including artists, office and technical staff, volunteers, and program participants and their families (ages 11‐80).
Outstanding organizational skills, attention to detail and ability to prioritize and work efficiently under pressure.
Ability to quickly familiarize self with our programs and describe them in detail to inquiring applicants.
Strong computer proficiency (with knowledge of Microsoft Word and its Mail Merge functions, Gmail, Google Drive, Excel, and FileMaker Pro (or other database applications).
Ability to work both independently and as part of a team, take initiative, and be proactive with attention to detail.
Ability to work across departments
Flexibility, sense of humor, can-do attitude
Personal experience with music camp—and experience as a musician—a plus
Willingness to work on both the Peninsula and in San Francisco.
To Apply
Please send your résumé and a cover letter describing your interest in the position to jobs@stanfordjazz.org with “Program Operations Assistant” in the email subject. Applications will be reviewed as received. The search will remain open until the position is filled. No phone calls please. Stanford Jazz Workshop is an equal opportunity employer.