Appleton Music Academy
Part-Time Administrative Assistant
5 Hours Per Week
About Appleton Music Academy
Appleton Music Academy is a music education school dedicated to helping students develop their musical skills while building confidence, creativity, and a lifelong appreciation for music.
We are looking for a dependable, organized, and friendly Part-Time Administrative Assistant to help us provide an excellent experience for our students, families, and teachers.
This is an approximately 5-hour-per-week position with the potential for additional hours as the school grows.
The Opportunity
The right person will help keep the administrative side of the school running smoothly so that our teachers can focus on teaching and our leadership team can focus on growing the school.
This is a great opportunity for someone who enjoys organization, communication, problem-solving, and helping people.
You will become an important point of contact for our families and teachers.
Primary Responsibilities:
Family Communication
- Respond to routine parent and student emails and messages.
- Answer basic questions about lessons, scheduling, policies, and school procedures.
- Communicate schedule changes and other important information to families.
- Follow up with families when information or action is needed.
- Provide friendly, professional, and timely customer service.
Scheduling & Lesson Coordination
- Assist with scheduling new students.
- Coordinate lesson changes and make-up lessons.
- Communicate schedule changes to teachers and families.
- Help maintain accurate student and teacher schedules.
- Identify scheduling issues and bring them to the appropriate person when additional assistance is needed.
New Student & Enrollment Follow-Up
- Monitor new student inquiries.
- Respond promptly to prospective families.
- Follow up with prospective students who have not yet enrolled.
- Help guide new families through the registration process.
- Maintain an organized record of inquiries and their status.
Teacher Support
- Communicate important information to teachers.
- Help coordinate teacher scheduling needs.
- Collect information from teachers when necessary.
- Make sure teachers receive timely updates regarding students and schedules.
- Help identify administrative issues that need attention.
Administrative Organization
- Maintain accurate student records.
- Update spreadsheets, scheduling systems, and other administrative tools.
- Track outstanding administrative tasks.
- Follow established procedures and checklists.
- Help ensure recurring administrative responsibilities are completed consistently.
What We're Looking For
The ideal candidate is:
- Highly organized and detail-oriented
- Dependable and able to follow through without constant supervision
- Friendly, professional, and comfortable communicating with parents
- Team-oriented mindset
- A strong written communicator
- Comfortable using email, calendars, spreadsheets, and basic technology
- Able to learn new software and systems quickly
- Good at prioritizing tasks
- Comfortable handling confidential student and family information
- Proactive and willing to ask questions when something is unclear
- Able to work independently
- Someone who genuinely enjoys helping people
Experience
Administrative, customer service, education, scheduling, or office experience is helpful but not required.
Experience with a music school, dance school, art school, or other educational organization is a plus, but we are primarily looking for the right person with excellent organizational and communication skills.
Hours
Approximately 5 hours per week
The schedule can be discussed based on the needs of the school and the availability of the successful candidate, but must include Fridays from 3:00-6:00pm.
Because this is a small part-time position, we are looking for someone who can commit to consistent weekly availability and respond to time-sensitive administrative needs during agreed-upon hours.
There may be opportunities for additional hours as the school grows.
Compensation
$20/hour
Paid on an hourly basis for actual time worked.
What Success Looks Like
After getting established in the position, success will mean:
- Families receive timely and professional communication.
- Scheduling issues are handled promptly.
- New inquiries receive consistent follow-up.
- Teachers have the information they need.
- Administrative tasks are completed without constant reminders.
- Student information remains accurate and organized.
- Problems are identified before they become bigger problems.
- The school leadership team has fewer day-to-day administrative tasks competing for their attention.
Ultimately, we want this person to own their responsibilities, not simply wait to be told what to do.
To apply, email 3 separate docs of the following:
- Cover letter
- Resume
- List of at least 3 references
