Operations Administrator (Systems & Facilities)

The People's Music School; Phoenix (AZ); Hybrid; USD 47,000 - 53,000; Full time

Benefits offered by this job

Health benefits

Employee Assistance Program

Paid time off (5 days in year 1)

Paid sick leave

11 paid holidays

Job summary

SOUNDS Academy is hiring an Operations Administrator (Systems & Facilities) to optimize inventory, data management, and facility operations. You will help maintain teaching spaces, manage logistics for events, and support staff workflows across departments in a growing nonprofit environment.

The role requires strong organizational skills, proactive problem solving, and the ability to develop scalable SOPs while liaising with the CEO and leadership team.

Qualifications

• Strong organizational and process-improvement abilities.
• Experience maintaining spreadsheets, databases, and SOPs.
• Ability to troubleshoot general IT issues and support staff workflows.

Responsibilities

• Maintain and organize teaching spaces and storage areas.
• Manage program and event inventory and operational databases.
• Support concert/event logistics and inter-department workflow coordination.
• Develop and maintain SOPs to ensure consistency and scalability.
• Provide administrative and technical support as needed to CEO and leadership.

Skills

Systems thinking

Detail orientation

Problem solving

Project coordination

IT troubleshooting

Tools

Basecamp

Google Workspace

Microsoft Office

Job description

Operations Administrator (Systems & Facilities)

SOUNDS Academy is a non-profit music education organization that transforms lives by empowering youth through teaching music and character values, with a commitment to reaching underserved communities. Students receive individual lessons and group classes on all instruments and voice. Instruments are provided to those who cannot afford one. SOUNDS Academy students learn the character values of creativity, leadership, perseverance, resilience, and teamwork through music education. We teach these values in our Musical Access Program, which connects students to live music and instruments through our Instrument Petting Zoos, our School Programs for lower income schools and community centers, our SOLO Program, which provides one-on-one instruction, and The Collective Ensembles that teach music theory and ensemble playing techniques.

Mission: We transform lives by empowering youth through teaching music and character values, with a commitment to reaching underserved communities.

Vision: One day, every child, regardless of their zip code, will have access to the transformative impact of music education and character development, in order to foster personal growth and strengthen communities.

Values: We value and teach the character values of creativity, leadership, perseverance, resilience, and teamwork through music education.

Culture Statement: The SOUNDS Academy Family is a collective of inclusive, personable, and progressive individuals who are committed to passionately creating and building relationships to support and inspire our young leaders.

Systems & Facilities Operations Administrator

The Systems & Facilities Operations Administrator is responsible for creating, maintaining, and improving the systems, spaces, inventory, and workflows that allow SOUNDS Academy to operate efficiently and continue growing its impact throughout the community. This position oversees inventory management, spreadsheet and database maintenance, operational logistics, technology troubleshooting, facility coordination, and the development of Standard Operating Procedures (SOPs) to ensure organizational consistency and sustainability.

This role is an excellent opportunity for candidates who are highly organized, solutions-oriented, and thrive in fast-paced environments where adaptability, initiative, and follow-through are essential. If you enjoy building systems, solving problems, improving efficiency, managing logistics, organizing information, and helping teams operate more effectively, this may be the role for you!

The Systems & Facilities Operations Administrator will work closely with the CEO and leadership team to oversee the day-to-day operational infrastructure of SOUNDS Academy. This position plays a critical role in maintaining our locations, supporting staff workflows, organizing and tracking inventory and equipment, troubleshooting general technology issues, and ensuring that internal systems remain efficient and scalable as the organization grows.

Projects and responsibilities may include maintaining and organizing teaching spaces and storage areas, managing program and event inventory, overseeing spreadsheets and operational databases, supporting concert and event logistics, coordinating operational workflows between departments, assisting with technology setup and troubleshooting, and creating and maintaining SOPs that help staff and volunteers clearly understand organizational processes and expectations.

• Programs
  • Provide administrative support to Teachers and Program Staff to ensure student impact
  • Provide technical support during student concerts and recitals to provide support for stage needs
  • Oversee Data Management: Analyze large datasets to extract and report grant-specific insights and outcomes, while maintaining monthly KPI updates for our programs. (Donor Information, Student Tracking, Character Value Surveys, Etc.)
  • Oversee teaching facilities to ensure learning environments meet SOUNDS Academy standards
  • Oversee inventory to ensure that teaching materials are in full stock and working condition
• Financial Strength and Stability
  • Run operations for SOUNDS Academy fundraising events
  • Conduct research, price & fact checks, and prepare briefings for meetings as requested by CEO
• Organizational Development
  • Provide support for our Volunteer Engagement Program
  • Provide administrative assistance and troubleshoot general IT issues as requested
  • Own general maintenance of spreadsheets, platforms, and SOP’s (Basecamp, Google Suite, Microsoft Suite, Etc.) while identifying opportunities to improve efficiency
  • Ensure we have appropriate space, layout, furniture, and supplies to do our best work
  • Ensure all systems and workflows are working effectively (phones, internet, mail, etc.)
• Marketing and Communications
  • Provide support in the marketing of SOUNDS Academy Programs, Concerts/Events, and reports (Ex: Impact Report, Quarterly Reports, Newsletters)
• Strategic Growth
  • Assist in research and provide administrative assistance to CEO as requested
  • Assist in support of the Strategic Plan

Must-Have Skills and Talents

• Strong Follow-Through and Attention to Details: You stay on top of special tasks, follow-up items, and general areas of work. You meet deadlines. Your communications are polished and precise. You catch and fix mistakes in writing, calendaring, and physical space.
• Systems Thinker and Visionary: You think and operate in systems that allow you to see the big picture and every detail of the organization goals as well as how they fit together. While you’re grounded in the current reality, you don’t accept it as a limitation for the future.
• Continuous Learner: You’re committed to identifying what you need to learn and growing quickly. In this dynamic and growing organization, our strategies (Ex: Program, Development, Recruiting, Marketing, etc.) will evolve quickly to capture new opportunities.
• Drive to Achieve Results: You do what you need to do to achieve your goals, including being open with your manager about where you need help, anticipating problems, brainstorming solutions, driving work forward, and course correcting where needed.
• Proactive Problem Solving: Proactively develop solutions to challenges and roadblocks, including by constantly looking at big picture progress across programs and flagging potential upcoming challenges.

by November 7, 2026.

The full-time, exempt salary for this position is $47,000-$53,000. SOUNDS Academy offers health benefits, Employee Assistance Program, progressive paid time off starting at 5 days in year 1, paid sick leave, and 11 week-day holidays throughout the year. This is a hybrid (work remote and in-person) position, based in Phoenix, Arizona. The Systems & Facilities Operations Administrator will also need to plan to attend in-person meetings with staff and potential partners throughout the city of Phoenix.

SOUNDS Academy provides equal employment opportunities for all applicants and employees. We do not discriminate against our employees or applicants on the basis of race, color, religion, sex, gender (including pregnancy and childbirth), national origin, age, disability, marital status, sexual orientation, military or veteran status, genetic information, or any other classification protected by federal, Arizona, or local laws and ordinances. SOUNDS Academy will ensure the fulfillment of this policy with respect to recruitment, hiring, training and development, promotion, transfer, compensation and benefits, social and recreational programs, discipline, termination and all other conditions and privileges of employment in accordance with all applicable federal, Arizona, and local laws and ordinances.

Finally, thank you for taking the time to read this job description. We’re looking forward to getting to know you.