Part-Time Academy Assistant

Job Title: Academy Assistant

Part-Time: Up to 30 hours per week

Mornings, afternoons, evenings, and weekends required

Job Summary

Pearl Arts is a dynamic nonprofit organization based in Fort Wayne, Indiana, dedicated to empowering youth and enriching the community through innovative, inclusive arts education. With a focus on music, entrepreneurship, and intergenerational engagement, Pearl Arts offers high-quality programming that includes a vibrant Music Academy, public performances, and creative initiatives like the Innovation Institute. Rooted in accessibility and impact, Pearl Arts builds meaningful connections between artists and audiences, fostering a cultural hub where creativity and community thrive.

The Academy Assistant will play a key role in the smooth operation of the Pearl Arts Music Academy, including managing schedules, coordinating Academy events, as well as handling various administrative tasks. The ideal candidate will have a passion for music, excellent administrative skills, and a strong commitment to providing outstanding support to students, parents and instructors. The Academy Assistant will work closely with the Manager of Finance & Academy Programs and the Director of Music Programs to drive continuous improvement in the Pearl Arts Music Academy and create a positive experience for all guests of Pearl Arts.

Key Responsibilities:

1. Administrative Support:
   • Assist in scheduling and coordinating lessons, classes, and rehearsals.
   • Maintain and update student records, attendance, and billing information.
   • Handle correspondence with students, parents, and instructors.
   • Prepare and distribute promotional materials and newsletters.
   • Assist with fee collection and ticketing functions.
   • Other duties as assigned.
2. Academy Event Coordination:
   • Organize and support academy events such as recitals, workshops, and auditions.
   • Assist with setup and breakdown of events, including managing equipment and supplies.
   • Other duties as assigned.
3. Customer Service:
   • Greet visitors, answer phone calls, and respond to inquiries in a professional and friendly manner.
   • Provide information about programs, classes, and policies.
   • Other duties as assigned.
4. Facility Management:
   • Ensure that the academy’s facilities are clean, organized, and properly maintained.
   • Monitor inventory of supplies and equipment, and coordinate purchasing as needed.
   • Other duties as assigned.
5. Instructor Support:
   • Assist instructors with administrative tasks such as preparing teaching materials and managing schedules.
   • Coordinate communication between instructors and students.
   • Other duties as assigned.

Qualifications:

• Education: High school diploma or equivalent; additional education in music or a related field is a plus.
• Experience: Previous experience in an administrative role or customer service is preferred; experience in a music or educational setting is a plus.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with scheduling software.
  • Basic knowledge of music and musical terminology is an advantage.
  • Ability to collect and understand data to provide forecasting in the Academy.
• Attributes:
  • Enthusiastic and passionate about music education.
  • Detail-oriented and able to handle sensitive information with discretion.
  • Ability to work independently as well as part of a team.
  • A “can do” attitude, understanding that working as part of a start-up organization will require being highly flexible, unflappable, and patient.

This is a part-time position, that will require a flexible schedule. Morning, afternoon, evening and weekend shifts will be required. 

Pearl Arts, Inc. values Excellence; Community Engagement; Education; Innovation; Financial Sustainability; Equality; and Collaboration.