Manager of Student Services

Posted by
Jazz House Kids
Montclair, NJ
Published 22 days ago

Details at-a-glance:

  • On-site location, Montclair NJ
  • Full-time, exempt position              
  • 4-year degree required; master’s degree preferred 
  • For priority consideration, please submit your application by April 10, 2021


Position Summary: The Manager of Student Services will be an energetic leader and master relationship builder who oversees Student Services, which provides communication and support for all of the emerging musicians taking classes and special programs at the JAZZ HOUSE in downtown Montclair, New Jersey.  This position is divided into three main areas of focus: (a) Student recruitment (youth and adult) + family engagement, (b) Account management, billing and scholarships, and (c) Special programs and volunteer coordination. Student Services falls under the Department of Arts + Education to deliver innovative, high quality music education, and administers student-related activities and events. The Manager of Student Services trains and oversees evening and weekend front desk student services staff, and coordinates the Parent Volunteer Committee. This position uses a wide range of resources and develops strong partnerships to deliver cost-effective programming that bridges the gap in the arts and brings diverse groups of people together for training and learning. Each year the Manager of Student Services organizes a Parent Volunteer Committee to assist with various arts and education programs throughout the year including major student involved events like our annual Montclair Jazz Festival. In addition, the Manager of Student Services works with other members of the team to develop and create an alumni internship program. 

Department: Arts + Education Department

Reporting:  This position currently reports to the Director of Music + Education

Direct Report or Manages: This position manages Student Services Front Desk Staff and Coordinator of Student Services/Arts Education 

Jazz House Coordinated Team:  This position works closely with all members of the Arts and Education team,  as well as Special Events, Marketing and our Finance Departments.  


Principal Duties:

Student Services: Recruitment of the new class for fall, spring and summer.  This position works closely with the Director of Arts + Education and Director of the JAZZ HOUSE Summer Workshop to meet annual registration and financial goals and ensures a diverse and inclusive enrollment. Coordinate class registrations, process scholarships, manage payment plans, track private lessons, oversee front desk support, act as student and family liaison, and is part of the JAZZ HOUSE community outreach.  The Manager of Student Services is responsible for maintaining coverage for all front desk and online shifts.  This role also plans and executes all logistics and communications for the JAZZ HOUSE Summer Workshop and September through June weekend and afterschool programs.  This position involves building strong relationships with families through frequent and consistent communication. Excellent organizational, writing and interpersonal skills are required. This position ensures all JAZZ HOUSE students are incorporated into our activities and registrations are complete. The position works collaboratively with the Arts + Education, Development, and Events Departments, and also oversees our classes and performing ensembles. 

  • Maintain the student registration, payment and management process.
  • Build registration portal on our student database system, ACTIVE for all programming.
  • Troubleshoot any student registrations or programming issues on ACTIVE. 
  • Track student retention and post-graduation status of all alumni.
  • Provide consistent and complete demographic information other data for reporting purposes. 
  • Track enrollment data for the Academic Year and Summer programs. 
  • Assist with faculty communications.
  • Handle all planning, development, and implementation of desk staff including training 2 to 4 front desk team members to begin each semester.
  • Plan + execute student special events, trips and activities.
  • Work with Arts + Education Department to maintain class schedules.
  • Follow + oversee procedures to run a department and handle a large volume of students and other clients.
  • Budgeting and scholarship tracking - working with the Finance Department to manage and track registrations to budget.
  • Manage budgets and process all expense forms for classes, class related events and Summer Jazz Workshop.
  • Demonstrate proper handling of money related to class registrations and scheduling multiple payments.
  • Provide support for scholarship students, some of whom have unique needs that require special attention to help them succeed.
  • Work closely with President + Founder to ensure scholarship levels are maintained and tracked.
  • Prepare monthly board reports.
  • Establish and oversee the Parent Volunteer Committee
  • Ability to generate income for his or her department
  • Provide emergency assistance to students and families
  • Monitor building safety

Front Desk Supervision:  Student Services is the first representative most people who call or visit JAZZ HOUSE KiDS will come in contact with as they engage the organization.  The Manager of Student Services provides training, guidance and leadership to the Front Desk staff ensuring consistent quality customer service is delivered. The successful candidate will reflect the professionalism, the tone of the organization, and the standard of excellence for which we strive.  The Manager of Student Services provides emergency assistance to students and families and oversees the monitoring building safety during class times.  The Manager of Student Services is responsible for covering any and all shifts when the Front Desk Supervisor or a pre-approved substitute is unavailable.


  • Two years minimum of registration, admissions and student services experience
  • Recruitment experience a plus
  • Minimum of five years of administrative experience
  • Masters degree preferred
  • Strong database management skills; familiarity with Active Network + ASANA programs a plus.
  • Ability and willingness to multitask and to change directions with little notice – go with the flow mentality.
  • Professional, nonjudgmental, compassionate demeanor.
  • Passion and compassion for helping people and building a safe community of inclusion and opportunity.
  • Strong relationship building and management skills
  • Ability to handle difficult situations and people while remaining calm.
  • Strong oral and written communication skills.
  • Self-motivated, high energy, and team-oriented, can-do attitude.
  • Ability to plan, organize, implement and direct programs, events and services.
  • Experience as a manager and overseeing staff.
  • Event experience a plus.
  • Ability to anticipate needs and opportunities.
  • Demonstrable interpersonal skills, including good listening skills.
  • Commitment to the mission of JAZZ HOUSE KiDS and dedication to improving access to the arts for young people and their families from diverse communities.
  • Intermediate to advanced knowledge of Mac systems, Microsoft Word and Excel, Google Suite.
  • Ability to demonstrate flexibility and balance multiple priorities effectively in a fast paced, constantly evolving environment.
  • Sensitivity to student and family privacy when handling confidential information.
  • Familiarity with music education is a plus but not required.
  • Ability to speak Spanish a plus. 

Please Note: The bulk of classes at the JAZZ HOUSE take place on evenings and weekends in person. This position is a blended day and evening schedule. Availability to cover occasional weekend shifts is required. 

Proper training, oversight and supervision of both the front desk staff and department require a flexible schedule to meet the needs and demands of this area and advance recruitment goals. 

Additionally, as a fast paced, dynamic arts organization with many special events, concerts and workshops, extended evenings and weekend work will be required. While we work with staff to maintain a manageable schedule this additional time is inherent in this position.


  • Innate curiosity, inquisitiveness and ability to energize and engage stakeholders
  • Interest in jazz and commitment to advocating for youth development through the arts 
  • High level of emotional intelligence, maturity, flexibility, humor and insight
  • Commitment to the mission of JAZZ HOUSE KiDS 


About JAZZ HOUSE KiDS: We have been swinging doors open for 18 years, and our emerging musicians are soloing and singing their way to greatness. We use America’s original musical art form to stimulate students’ creative self-expression, personal growth and collective engagement. JAZZ HOUSE KiDS does whatever it takes to build tomorrow’s community leaders and global citizens through jazz and keep our promise to serve all students regardless of their financial circumstances. 

How to Apply: Qualified candidates should email a cover letter, resume and references to Please include Manager of Student Services in the subject line. No phone calls, please. Salary/benefits commensurate with experience.

JAZZ HOUSE KiDS is proud to be an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you need assistance or an accommodation due to a disability, please let us know.

Details at-a-glance:

  • On-site location, Montclair NJ
  • Full-time, exempt position              
  • 4-year degree required; master’s degree preferred 
  • For priority consideration, please submit your application by April 10, 2021


Position Summary: The Manager…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    May 3, 2021
  • Application Deadline
    April 10, 2021
  • Education
    4-Year Degree Required
  • Professional Level


Temporarily Remote
Work must be performed in or near Montclair, NJ
Associated Location
347 Bloomfield Avenue, Lower Level, Montclair, NJ 07042

Apply to This Job


Qualified candidates should email a cover letter, resume and references to Please include Manager of Student Services in the subject line. No phone calls, please. Salary/benefits commensurate with experience.

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