Employment Opportunity - Immediate
PATRON SERVICES COORDINATOR
HOURS: Full-time, 40 hours per week, non-exempt, hourly
- Tuesday-Friday: two days 9am-5pm or 10am-6pm, two days 1-9pm (TBD days)
- Saturday: 9am-5pm or 8am-4pm pm
- Summer: Mon-Fri, three days 9am-5pm, two days 12-8pm (TBD days)
COMPENSATION: $20-22 per hour, commensurate with experience
START DATE: Immediately
LOCATION: 122 Old Ayer Road, Groton MA
APPLICATION DEADLINE: Friday, July 17, 2026
Groton Hill Music Center is the region's premier nonprofit center for outstanding music education, professional performances, and community engagement programs. Our Music School offers lessons in 30+ instruments and voice for all ages in all musical styles with a faculty of 100+ professional teaching artists. Our organization has an immediate opening for a Patron Services Coordinator. This individual reports to the Assistant Director of Education and works with the staff, faculty, and our music school students and families.
The primary functions of this position are 1.) customer service; 2.) administrative tasks essential to the functioning of the school; and 3.) supporting our Class and Ensemble programs.
PRIMARY AREAS OF RESPONSIBILITY:
Patron Services/Office Reception –
- Front desk reception: provide high quality customer service to support the mission of Groton Hill Music and our community of students, families, faculty and staff
- Answer and direct all phone calls, voicemails, and general emails
- Respond to general inquiries about the organization, provide facility tours for prospective students
- Maintain working knowledge of all current events and programming, and promote these offerings to potential patrons
- Assist school families and students in navigating online registration and billing system as needed
- Assist students, families, faculty, and patrons with sign-ups for school programs/events
Administrative –
General:
- Assist in monitoring collections due dates and contacting patrons with reminders about payments due and/or payment method updates; set up payment plans
- Support educational events and initiatives; act as host for select student recitals
- Support the operations of school events including Free Class Day and Free Lesson Day
- Assist Registrars with lesson placement follow-up tasks
- Maintain room scheduling via scheduling software (Midas)
- Assist with monitoring and passing on Faculty Request Form requests
- Assist with school research projects
- Assist with maintaining supply inventory and overseeing orders
- Assist with school signage, nametags, rosters, schedules, and other documents
Classes and Ensembles:
- Act as primary point of contact for all class students and families
- Adjust school and scheduling databases for all faculty schedule changes
- Add class materials to student invoices
- Arrange class previews, follow up with prospective students
- Facilitate class transfers and prorated tuitions for late starts
- Coordinate Beginner class evaluations with teachers; print and distribute evaluation forms to families at last class of each session
- Assist with ensemble auditions
- Print and sort music for all large ensembles, including Honors Invitational events
- Act as primary point of contact on Saturday rehearsal days for Youth Orchestra and Wind Ensemble directors
- Manage registration for annual Free Class Day event
- Assist with annual Concerto Competition
Miscellaneous –
- Occasionally help with set-up of studios, performance spaces
- Other responsibilities as assigned
QUALIFICATIONS:
Experience in customer service. Excellent computer skills and thorough knowledge of Google Suite; experience with basic database software is a plus. Basic knowledge of music and instruments is a definite plus. Must enjoy interacting with the public; be able to handle a busy front desk environment; and have the ability to work independently, complete assigned tasks, and meet deadlines. Must be organized, detail-oriented, and accurate; able to assist with moving chairs, light tables, musical instruments, and other equipment for occasional event set-up (e.g., recitals, workshops, receptions) as needed.
HOW TO APPLY:
Please submit a cover letter and resume to Pete Robbins, Director of Education and Programs, at [email protected]. Submissions without a cover letter will not be considered.
Non-Discrimination Policy: Groton Hill Music Center does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, citizenship, ancestry, age, mental or physical disability, veteran status, or any other category protected under applicable law in its admissions, education programs, activities, hiring practices, or employment policies.
Pay: $20.00 - $22.00 per hour
Work Location: In person
