Campus Operations Coordinator

Music Institute; Winnetka, Northern (IL, KY); Hybrid; USD 45,000 - 58,000; Full time

Job summary

Music Institute of Chicago is seeking a Campus Operations Coordinator to support enrollment from placement through enrollment completion. This in-person, full-time role is based at the Winnetka Campus with weekly tasks across MIC’s Chicago campuses, including Gratz and St. James.

You will work closely with the Enrollment Administrator to gather data, process transactions, and track outstanding requests. The role requires strong organizational skills, attention to detail, and the ability to

Qualifications

• High school diploma or equivalent is required; college degree preferred.
• Experience in administration, registration, customer service, or related field.
• Strong organization, attention to detail, and follow-through.
• Ability to coordinate work with multiple staff and priorities.
• Excellent written and verbal communication and customer service.
• Proficiency in Microsoft Office and ability to learn enrollment/database systems.
• Ability to handle confidential information with discretion.
• Willingness to travel among MIC campuses and schedule availability.
• Experience in educational, nonprofit, or arts settings preferred.

Responsibilities

• Gathers and verifies student, teacher, schedule, and lesson information; resolves missing or inconsistent details with families, faculty, and campus staff.
• Enter and update enrollment records and process transactions according to procedures.
• Track pending requests, document next steps, and follow through to completion or escalation.
• Coordinate with campus staff to ensure placement decisions and enrollment changes are documented and communicated.
• Follow up with prospective and returning families on outstanding requirements and provide updates.
• Assist with enrollment reports and record review to identify discrepancies and delays.
• Route questions to appropriate staff and assist with follow-up as directed.
• Maintain clear records of completed work and outstanding items for campus staff.

Skills

Administrative tasks

Registration coordination

Customer service

Strong organization

Communication skills

Microsoft Office

Database familiarity

Education

High school diploma or equivalent

College degree preferred

Tools

Enrollment software

CRM/database systems

Microsoft Office Suite

Job description

The Campus Operations Coordinator helps students and families move efficiently from placement through completed enrollment at the Music Institute of Chicago. Based primarily at the Winnetka Campus, this position supports the Enrollment Administrator by gathering complete registration information, processing assigned enrollment transactions, and following through on outstanding requests.

The role connects campus staff with central enrollment operations, helping reduce delays, maintain accurate records, and support enrollment growth and student retention. It also provides weekly operational support at MIC’s Chicago campuses—Gratz and St. James—and occasional staff coverage at other locations.

Reports to: Winnetka Campus Director
Primary location: Winnetka Campus, with weekly support at the Chicago campuses and occasional coverage at other MIC locations
Employment type: Full-time, hourly; in person
Regular schedule: Wednesday–Sunday, 1:00–9:00 p.m.

• Enrollment Operations and Follow-Up
• Assist the Enrollment Administrator with annual re-registration, new enrollments, and routine enrollment changes.
• Gather and verify student, teacher, schedule, and lesson information; work with families, faculty, and campus staff to resolve missing or inconsistent details.
• Enter and update enrollment records and process assigned transactions according to established procedures.
• Track pending requests, document next steps, and follow through until each task is completed or referred to the appropriate staff for a decision.
• Coordinate with campus staff to ensure placement decisions and enrollment changes are accurately documented and communicated.
• Follow up with prospective and returning families on outstanding registration requirements and provide clear updates on pending requests.
• Assist with enrollment reports and record review, identifying discrepancies and recurring delays.
• Route academic, financial aid, billing, and policy questions to the appropriate staff and assist with follow-up as directed.

Support Across Campuses

• Make one scheduled visit each week to support operational needs at the Chicago campuses, Gratz and St. James.
• Complete assigned enrollment and administrative tasks during campus visits and coordinate follow-up with faculty, campus staff, and central administration.
• Assist with campus projects and events as assigned.
• Provide occasional staff coverage at other MIC locations, including reception and routine administrative duties when needed.
• Maintain clear records of completed work and outstanding items so campus staff can continue follow-up.

Reporting and Work Coordination

The Winnetka Campus Director supervises the position and manages day-to-day priorities. The Enrollment Administrator directs assigned enrollment work and provides guidance on procedures and system use. The Director of Programs may assign Chicago campus support and coverage at other locations, coordinating with the Winnetka Campus Director to align schedules and workload.

The Campus Operations Coordinator is expected to work independently after training, maintain accurate and confidential records, and communicate promptly when additional information or a decision is needed. Teacher placements, academic recommendations, financial approvals, and policy exceptions remain the responsibility of designated MIC staff.

Qualifications

• High school diploma or equivalent required; college degree preferred.
• Experience in administration, registration, customer service, or a related field.
• Strong organization, attention to detail, and consistent follow-through.
• Ability to coordinate work involving multiple staff members and manage competing priorities.
• Clear written and verbal communication and a welcoming, responsive approach to customer service.
• Proficiency in Microsoft Office and comfort learning enrollment and database systems.
• Ability to handle confidential information with discretion.
• Availability to work the established schedule and travel among MIC campuses.
• Experience in an educational, nonprofit, or arts setting preferred.

Schedule and Work Location

The regular schedule is Wednesday through Sunday, 1:00–9:00 p.m., primarily at the Winnetka Campus. The position includes one scheduled weekly visit to the Chicago campuses and occasional coverage at other MIC locations.Schedule adjustments may be required as campus needs and responsibilities evolve, with advance notice whenever possible.

Commitment to Equity and Inclusion

The Music Institute of Chicago is committed to creating a welcoming and inclusive environment for all members of our community. We value diversity of backgrounds, experiences, identities, and perspectives, and we believe these differences strengthen our institution and enrich the educational experience for our students.

MIC is proud to be an equal opportunity employer and encourages candidates of all backgrounds and experiences to apply.