Location: Music Haven, New Haven, CT - - 32 hours a week
Administrative and Student Engagement Manager
Position Overview:
Music Haven is seeking a highly organized, detail-oriented, and mission-driven Administrative and Student Engagement Manager. This position plays a critical role in ensuring that Music Haven's administrative systems, donor database, communications, and office operations run efficiently while providing excellent support to families, donors, staff, and community partners.
Key Responsibilities:
Administrative Operations
- Manage daily office operations and administrative systems.
- Pick up and distribute mail.
- Manage office phone system and respond to general inquiries.
- Order, track, and maintain office and program supplies.
- Coordinate local purchasing and pick up supplies as needed.
- Monitor and maintain office equipment, including printers and copiers.
- Provide general administrative and technical support to staff.
- Proofreads all external correspondence and assets.
- Notetaking at all staff meetings.
- Assist the Student Support & Belonging Leader with parent communication and engagement.
- Maintain organizational records and filing systems.
CRM, Donor Relations & Development Support
- Serve as the primary administrator for Music Haven's Neon CRM, ensuring accurate and up-to-date constituent and donor records.
- Process and record donations, in-kind gifts, and donor information in a timely manner.
- Coordinate donor acknowledgments, stewardship activities, and donor correspondence.
- Track donor engagement, giving history, and fundraising activity.
- Generate reports, mailing lists, and dashboards to support fundraising, grants, board meetings, audits, and organizational planning.
- Maintain data integrity and ensure accurate recordkeeping across all development activities.
- Coordinate and manage instrument donations and other in-kind contributions.
Communications & Outreach
- Maintain and update the organization calendar with program dates, concerts, workshops, closures, and special events.
- Post pre-approved content to Music Haven's social media platforms as directed by the Communications Manager and/or Executive Director.
- Create basic flyers, forms, and informational materials using Canva from approved templates.
- Assist with the distribution of newsletters, announcements, and family communications.
- Support the Communications Manager by gathering information, photos, and program updates as requested.
- Assist with outreach and promotion of Music Haven programs and events.
- Support recruitment efforts through community outreach and relationship building.
- Represent Music Haven at community events as assigned.
Student Engagement Specialist
- Meet regularly with high school students to support college, career, and post- secondary planning.
- Assist the Student Support and Belonging Leader in managing tutors as needed and serve as the backup tutor when necessary
- Assist students in identifying volunteer opportunities to fulfill New Haven Public Schools' 40-hour community service requirement.
- Monitor and maintain accurate records of student volunteer hours and required documentation.
Qualifications
- Strong organizational and project management skills.
- Excellent written and verbal communication skills.
- Experience with CRM/database management, preferably Neon CRM.
- Experience with donor tracking, fundraising administration, or nonprofit operations preferred.
- Strong attention to detail and data accuracy.
- Ability to manage multiple priorities and deadlines.
- Proficiency in Microsoft Office and Google Workspace.
- Ability to work independently and collaboratively.
- Commitment to Music Haven's mission and values.
- Bilingual English/Spanish preferred.
Schedule & Compensation
Tuesday-Friday 9:30-5:30
Compensation: This is a 32-hour-per-week position with a salary of $48,500 a year. Benefits include generous paid time off (one week each in February, April, and November; Winter, 2-weeks and summer break, 8 weeks (July and August); 10 PTO days; and 11 paid holidays), 401(k), health, dental, and life insurance, and a health and wellness stipend. Please submit a cover letter, and resume to Lygia Davenport, [email protected], by August 25, 2026. Highly qualified applicants will be invited for an interview. All applicants will be considered for employment without attention to race, color, religious creed, age, marital status, national origin, ancestry, sex, gender identity or expression, sexual orientation, veteran status, intellectual disability, mental disability, or physical disability.
Pay: From $48,500.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
