Operations & Administration Coordinator

About Elemental Music

Elemental Music is a nonprofit 501(c)(3) organization that provides high-quality programming to young musicians in Santa Monica and surrounding areas. Elemental Music celebrates music-making and builds community through exceptional youth programs. We have served over 3,500 students since our inception in 2004. Our programs range from early childhood music classes, to ensemble programs for strings, band, choir, and classical guitar for students K-12, a scholarship lesson program for qualified students in the SMMUSD, and even a teaching fellowship for college students.

Essential Duties

The Operations & Administration Coordinator keeps Elemental Music's programs running smoothly day to day. The Coordinator reports directly to our Director of Operations & Programs, but also works closely with the Executive & Artistic Director and our Director of Marketing & Communications. Primary responsibilities will include:

• Answers phones and responds to family inquiries about schedules, tuition, enrollment, and programs
• Manages enrollment intake and maintains student records
• Sends billing reminders
• Manages the room booking calendar and program calendars, and sets up/strikes rehearsal spaces as needed
• Supports concerts and events, including call-time notices, front-of-house, and program book preparation
• Maintains the instrument inventory, media archive, emergency contact rosters, and other records
• Makes routine website updates
• Manages day-to-day administrative tasks, which include, but are not limited to, making copies, tracking inventory, data entry, and electronic file organization.
• Supports our Annual Gala and Auction and helps with data entry and donation tracking

Requirements

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills, especially with parents and families
• Excellent organizational skills and attention to detail
• Excellent time management skills, with the ability to manage multiple tasks and meet deadlines
• Strong problem-solving skills and the ability to prioritize effectively
• Comfort working with databases/CRMs (Salesforce preferred) and digital tools, or willingness to learn
• Experience with Microsoft Word, Excel, and/or the Google Workplace
• Willingness to gain new skills
• Must pass a Livescan background check
• Availability for some evening and weekend concerts and events
• Child Abuse and Neglect Reporting: Responsible for abiding by the California Child Abuse and Neglect Reporting Act, Penal Code Sections 11165.7, 11166, and 11167

Preferred (but not required): experience with music education (including as a music learner), experience in nonprofit administration, education, or the arts; familiarity with website editors (e.g., WordPress, Squarespace); basic bookkeeping or invoice tracking experience; experience with Canva.

Education and Experience

Bachelor's degree required; at least 1 year of administrative experience preferred.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Ability to set up rehearsal spaces, including moving chairs and music stands
• Must be able to lift up to 15 pounds at times

Compensation and Schedule

This is a part-time, non-exempt position (25-30 hours per week), with a strong likelihood of becoming a full-time position within one year, paying $20 - $30 per hour based on experience. The position also includes Paid Sick Leave and Simple IRA contributions. The position is based at our Santa Monica campus, with some flexibility for remote work. Candidates must be available on-site for weekly regular shifts: Tuesdays 3:00 - 8:30pm, Thursdays 3:00 - 8:30pm, Saturdays 8:30am - 1:00pm, and Sundays 9:30am - 12:00pm. Some evening and weekend hours are required for concerts and events.

To Apply

Elemental Music is an Equal Opportunity Employer (EOE) dedicated to reflecting the communities that we serve. Elemental Music believes in music programs that welcome every child, from every background, and at all levels. We are committed to an anti-racist practice rooted in diversity, equity, inclusion, belonging, and accessibility. We especially encourage members of historically underrepresented communities to apply, such as BIPOC (Black, Indigenous, and People of Color), women, gender nonconforming, and people with disabilities. To learn more about the vision and commitments we have in place, please visit www.elementalmusic.org/our-mission-history and review our Racial Equity Statement.

How to Apply: Email a cover letter and resume to Executive & Artistic Director Josephine Moerschel at [email protected] with the subject line "Operations & Administration Coordinator."

Pay: $20.00 - $30.00 per hour

Expected hours: 25.0 – 30.0 per week

Work Location: Hybrid remote in Santa Monica, CA 90404