The Music School of Delaware Student Services Assistant
Status: Part-Time, Non-Exempt
Salary: $20,000
Schedule: Up to and including 23 hours per week
Job Description
Position Summary
The Student Services Assistant provides essential administrative support to the Student Services Department and plays a key role in ensuring a welcoming, organized, and efficient experience for students, families, and faculty. Reporting to the Senior Student Services Manager, this position supports daily operations across The Music School of Delaware’s Wilmington and Milford campuses, including enrollment management, student records, faculty support, communications, and departmental projects.
The successful candidate will be highly organized, detail-oriented, customer-focused, and comfortable managing multiple priorities in a dynamic educational environment. This position requires strong communication skills, sound judgment, accuracy, and the ability to work both independently and collaboratively as part of a team committed to providing outstanding service to the Music School community.
Essential Responsibilities
Student Services Operations and Communication
· Serve as a primary point of contact for Student Services communications by monitoring and managing the department email inbox and directing inquiries to the appropriate Student Services team member.
· Provide timely and professional responses to students, families, faculty, and internal departments.
· Maintain accurate records related to student enrollment, attendance, discontinuations, and other student service activities.
· Provide office coverage and operational support during the Senior Student Services Manager’s absences as needed.
· Follow up on assigned communications, phone calls, and administrative tasks while keeping the Senior Student Services Manager informed of progress.
Enrollment and Database Management
· Maintain and update monthly enrollment reports and related student service documentation.
· Assist with updates to the Amilia registration system, including changes communicated by families and other stakeholders.
· Prepare and distribute faculty rosters for private lessons, classes, ensembles, Early Childhood programs, and other instructional offerings.
· Support accurate student information management across programs and campuses.
Faculty and Program Support
· Manage faculty attendance record-keeping and related documentation.
· Maintain records of faculty and student absences, discontinuations, and program changes.
· Assist with room assignments, reservations, and scheduling needs as assigned.
· Support faculty and program operations by providing timely information and administrative assistance.
Instrument Inventory and Rental Administration
· Maintain instrument inventory records for the Wilmington campus.
· Coordinate instrument rental processes, including records management and administrative follow-up.
· Assist with maintaining accurate documentation related to school-owned instruments.
Student Engagement and Department Support
· Manage and support the Student Services referral program.
· Assist with departmental events, student functions, and special projects.
· Provide administrative assistance to support the overall effectiveness of the Student Services Department, including filing, document management, shredding, posting notices, and other operational needs.
Reporting and Project Management
· Provide regular updates to the Senior Student Services Manager regarding assigned projects and departmental priorities.
· Meet weekly and biweekly reporting expectations as assigned to communicate progress, challenges, and updates.
· Assist with special projects that support the ongoing improvement of Student Services operations.
Qualifications
· Bachelor’s degree preferred; equivalent combination of education and relevant professional experience will be considered.
· Two to three years of experience in administrative, clerical, customer service, or office support roles.
· Experience in arts administration, education, or a nonprofit environment is preferred.
· Demonstrated ability to manage confidential information with professionalism and discretion.
Required Skills and Abilities
· Exceptional customer service skills and a commitment to creating a positive experience for students, families, and colleagues.
· Strong organizational skills with the ability to prioritize multiple responsibilities and meet deadlines.
· Excellent written and verbal communication skills.
· High attention to detail and accuracy in record keeping and data management.
· Ability to work independently while also contributing effectively as part of a collaborative team.
· Strong problem-solving skills and the ability to exercise sound judgment.
· Proficiency with Microsoft Office Suite, particularly Excel.
· Ability to learn and effectively utilize database and registration management systems.
Equal Employment Opportunity Statement
The Music School of Delaware is an equal opportunity employer and is committed to creating an inclusive environment for all employees, faculty, students, and community members. We recruit, hire, train, compensate, and promote individuals based on qualifications, merit, and organizational needs without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.
The Music School of Delaware values diversity in all its forms and encourages candidates from all backgrounds and experiences to apply. We believe that a broad range of perspectives strengthens our organization and enriches the educational experiences we provide to our students and communities throughout the region.
About The Music School of Delaware
Founded in 1924, The Music School of Delaware is the only statewide, accredited community music school in the nation. Serving students throughout Delaware and the surrounding region, the Music School provides exceptional music education and experiences for individuals of all ages, abilities, and backgrounds.
With campuses in Wilmington and Milford, along with partnerships and outreach programs throughout the state, the Music School offers private instruction in more than 30 instruments and voice, ensembles, early childhood music education, Suzuki instruction, music therapy, community programs, and performance opportunities for youth and adults. Each year, the Music School presents more than 100 public performances and educational events, many of which are free and open to the community.
The Music School of Delaware is nationally accredited by the Accrediting Commission for Community and Pre-Collegiate Arts Schools and the National Association of Schools of Music and is a charter member of the National Guild for Community Arts Education. Through financial assistance, scholarships, and community partnerships, the Music School works to ensure that the transformative power of music is accessible to all.
Pay: $20,000.00 per year
Benefits:
Work Location: In person
