Office Manager Job Description

Office Manager (Bilingual Spanish and English)

Position Closed (as of March 25, 2024)

JOB DESCRIPTION

Read First: Flourish Mission and Core Values

Team members are Flourish’s greatest assets; without a great team, we cannot accomplish Flourish’s mission. Support staff are an active part of the team, always striving to grow and learn as a person. Our support staff take ownership of the success of individual students and the school in general.

The Office Manager is an in-person, full time position  (or we would consider a 30 hour part time role), combining administrative, customer service, and marketing roles. They will also coordinate our new bi-lingual early childhood music classes, as well as possibly help teach a few classes. The Office Manager must be a fluent Spanish and English speaker.

 To apply: read through entire description and find link at bottom of page for the application.

DUTIES AND RESPONSIBILITIES:

We do not expect you to be able to do all of this immediately. We do expect you to be willing to learn and grow into the role.

TOTAL HOURS – 30-40 hours per week. Hours are in person at the front desk. There will be a mostly set and fairly consistent weekly schedule with some flexibility built in.

Coordinate NEW early childhood music program at Flourish, including a bi-lingual Spanish/English version  (7-10 hours per week)

• • • Work directly with Flourish owner Nicole Harwell to launch the program
    • Handle all administrative and customer service details for the program, including registration, billing, customer questions, scheduling etc.
    • Teach between 1-3 classes per week once the program is launched in Fall 2024 (especially the bi-lingual classes)
    • Coordinate the teaching team (1 or 2 additional teachers) and schedule
    • Work with Flourish owner Nicole Harwell and other marketing specialists to plan and execute marketing campaigns to promote the program and fill initial classes
    • After initial marketing blitz, continue to promote and market the program through planned campaigns and other creative promotions

Office Management (10-20 hours per week)

1. 1. • Create a warm, welcoming space at the front desk and lobby for students and staff to encounter when walking into the building
      • Handle Customer service questions in person, by phone and email
      • Assist customers with scheduling, makeup lessons etc.
      • Assist staff with any administrative needs
      • Manage facilities, including basic maintenance/cleaning, materials orders etc.
      • Assist with planning and running events such as recitals
      • Attend office meetings and work with Flourish admin team
      • Enthusiastically promote Flourish’s programs to potential students who stop by or call in to inquire, and give them the info they need to make an informed choice
      • Work with Spanish speaking customers to help them understand communications and policies

Marketing (10-15 hours per week)

• • • Manage Flourish’s Facebook and Instagram pages, posting 3-4 times per week, and helping to grow Flourish’s audience and engagement
    • Manage Flourish’s YouTube page
    • Design marketing materials for online posting, or for print (posters, flyers, brochures etc.) through software such as Canva.com
    • Create blog posts (student spotlight and recital recaps) 1 – 2 times per month
    • Plan and execute specific Marketing campaigns (special promotions, referral drives etc)
    • Audit online ad campaigns quarterly
    • Plan community PR events (occasional)
    • Update website as needed

QUALIFICATIONS:

The ideal applicant needs to have:

• • Great character
    • Integrity
    • Responsibility, Dedication and Initiative
    • Genuine caring for other people
    • Humility
  • Great people skills
    • Listens well
    • Is easy to work worth, very personable
    • Build rapport easily with new people, likes to talk with people
    • Good sense of humor
  • Great organizational skills
    • Able to organize work to accomplish lots of small tasks on schedule
    • Able to organize work to accomplish a large task over time, and complete on schedule
    • Good time management
    • Attention to detail
    • Good with computer software and technology
  • Great communication and customer service skills
    • Bi-lingual – fluent Spanish and English speaker
    • Communicates clearly and always in a friendly, positive manner to both clients and team members
    • Can remain professional under tense situations
    • Good writing skills, communication that is clear and concise
  • Always seeking to learn and improve their skills as well as improve Flourish systems
    • Willingness to learn new software or systems as needed
    • Takes initiative
    • Willingness to to step into unforeseen tasks or help a colleague or client and do it with positive attitude
    • Willing to listen to feedback and improve where needed
    • Observes, listens and improves Flourish systems to make things work better for everyone
  • Love for music, and passion to make a difference in people’s lives through music
    • Desire for meaningful work
    • You do not have to have a music degree, but you do need to have been positively affected by music in your life and you fully believe in all the benefits music has to offer
    • Basic understanding of music terms/theory plus ability to sing and lead early childhood music/movement classes (with training and support)
  • Desire and ability to work at Flourish for 2+ years
    • This is a dream job for you, and you don’t see yourself leaving in the next 2+ years (barring major life changes)
    • You are excited about the possibility to help Flourish establish our new bi-lingual MusicTogether program and want the chance to truly take ownership of that, as well as administratively support the teachers and students in our main lesson program through your office manager and marketing roles.
    • You can commit to giving 3 months notice if you do have to leave in order to hire and train the next office manager after you
    • Can work 30-40 hours per week in the office, mostly afternoon/evenings, with some mornings once the MusicTogether early childhood program launches in Fall 2024.

• NICE TO HAVE – Marketing and/or Sales experience

• • • Social Media experience (Facebook, Instagram, YouTube)
    • Good with taking photos/videos, writing captions
    • Has an eye for design and can create simple graphics with websites like Canva.com
    • Understands clear marketing messages and how to communicate value to potential customers

• NICE TO HAVE – Experience with small children (ages 0-5 yrs old)

• • Knows how to handle a class with small children
  • Can interact with small children and their caretakers in a positive way

 

BENEFITS 

Why would you consider working at Flourish Music Academy? Here are some of the benefits you will receive working in this role:

 

Make a Difference in the Lives of Students

• Growth-minded working environment, nurturing the love of music in students, while also holding high standards

• High retention rate of students

• Student-centered educational environment, top notch facility and instruments to work with

From our team members: “Environment very much striving towards excellence. Professional but still fun.” 

“I love that the owner is a musician and music teacher. I think it is important for the person running the school to understand the teacher’s perspective, to have the best interest of the student in mind. Environment feels more educational.”

“It doesn’t feel like a puppy mill, churn and burn, trying to get students in and out”

 

Work with a Great Team of Colleagues

• Mission-driven focus attracts staff and faculty who also want to make a difference in the lives of students

• Team is professional, highly trained and skilled as teachers and support staff

• Team is also supportive, friendly, non-pretentious

• We all work together and learn from each other

From our team members: “ Everyone is very friendly, open. One of the biggest worries I have seen in higher education in music – people can get pretentious. It’s not like that here.”

“I love the camaraderie with other [team members].”

 

 

Supportive Structure but also Autonomy, and Room to Grow

• Direct one-on-one training with owner and consistent support

• Regular reviews with the owner to go over metrics and how things are going

• Established structure of “how we do things” at Flourish that drive the mission

• Autonomy to work and make decisions that fit the company mission without being micromanaged

From our team members: “Flourish is structured in a way that makes the job easier.” 

“Very supportive and responsive team.”

 

Competitive Pay-Rates and Benefits

• Competitive pay-rates.  depending on total hours (30 or 40 per week), experience and performance

• Raises on a regular schedule

• Bonuses and commission, based on performance of the academy and individual performance
• Retirement company match up to 4% of income

• 4 weeks PTO plus 5 holidays of your choice

• Your time is valued, work only during your work hours, not during your personal time

From our team members: “Great pay-rate and after hours benefits.”

“My time is really valued.”

“Flexibility to work with the schedule I have.”

 

APPLY HERE: Office Manager Application

Contact Flourish owner Nicole Harwell at [email protected] if you have questions about the role of Office Manager.