Registrar and Student Services Associate

Colburn Careers; California (MO); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

403(b) retirement plan

Job summary

The Colburn School seeks a Registrar and Student Services Associate to manage registration, student records, and class/room scheduling for the Community School of Performing Arts. You will oversee the ASAP registration system and ASIMUT scheduling, ensuring accurate data and student eligibility.

This role requires exceptional attention to detail, strong customer service, and fluency with databases and online systems.

Qualifications

• Registrar or enrollment operations experience.
• Exceptional attention to detail in registrations, records, schedules, payments.
• Outstanding customer service orientation with proactive service attitude.
• Strong systems and technology skills; able to learn ASAP, ASIMUT and RegPack.
• Excellent written and verbal communication with families, faculty, students.
• Ability to manage a high-volume environment with multiple priorities.
• Maintain confidentiality with student records and financial matters.

Responsibilities

• Maintains up-to-date knowledge of CPSA policies and schedules.
• Coordinates classroom space and inputs master schedule in ASIMUT.
• Oversees student registrations for lessons, classes, ensembles; verify prerequisites.
• Ensures accuracy of registration data and materials in system.
• Oversees add/drop requests; follows up on registrations.
• Monitors tuition payments and collaborates with accounts receivable.
• Interfaces with Finance for tuition billing and revenue reporting.
• Assists with financial aid applications and audits scholarship processes.
• Responds to inquiries from parents, students, and faculty; assigns tasks to staff.
• Provides institutional data and research to Deans/Provosts; updates handbook/catalogue.
• Oversees instrument assignments and issues transcripts, enrollment proofs.

Skills

Registrar operations experience

Attention to detail

Customer service orientation

Systems/technology skills

Excellent communication

High-volume environment

Discretion/confidentiality

Education

Bachelor's degree in Music or Arts Administration

Tools

ASAP

ASIMUT

RegPack

Job description

Summary of position: Serves as Registrar and Student Services Associate for the Community School of Performing Arts (CSPA) with primary responsibility for student registration and records and related activities including class and room scheduling. The Associate is the primary administrator for the registration system (ASAP) and room scheduling software (ASIMUT) and has a high level of fluency and skill in databases and online systems. Has a thorough knowledge of all CPSA policies, procedures, and classes in order to provide complete and accurate information to faculty, students and parents. Principal duties include working closely with the Assistant Dean, Production and faculty to coordinate the class and ensemble schedules as well as auditions for requisite programs, overseeing the registration and financial aid process for students and families, maintaining student records, assisting in the administration of instrument rentals and maintenance, and scheduling and administering auditions and juries. The Associate is one of the primary customer-service facing staff and is an essential role in providing exceptional service and support to CSPA families and faculty.

Essential duties and responsibilities:

include the following:

• Maintains up to date knowledge of CSPA policies, procedures, and practices as well as performance schedules and related logistical details.
• Coordinates with Production to assign classroom space for all group classes and ensemble rehearsals, and studio spaces for faculty. Inputs and maintain the CSPA master schedule in ASIMUT.
• Oversees student registrations for individual lessons, group classes and ensembles. Ensure students are qualified for class(es) selected including completion of any prerequisites.
• Oversees accuracy of required student information and registration materials into registration database.
• Oversee approved requests to add/drop a class.
• Monitors and follows-up with faculty on a frequent basis to ensure all students have registered for classes and private lessons.
• Reports delinquency on tuition payments to the Deans and works collaboratively with accounts receivable to collect tuition.
• Works closely with CSPA’s Operation Specialist to interface with the Finance Department regarding tuition billing and payment and to ensure accuracy of reporting of revenue.
• Assists with reviewing registration policies and procedures in consultation with the Deans.
• Assists with the financial aid application process and the administration of financial aid including auditing financial aid and scholarship applications for accuracy.
• Promptly responds to inquiries from parents, students, and faculty and assigns tasks as needed to the customer service team.
• Provides Dean and Provosts with institutional data and research regarding all areas of enrollment.
• Assists in the annual update of the CSPA Student Handbook and Course Catalogue and provides information as it applies to registration and Student Services.
• Oversees assignment and maintenance of instruments.
• Issues official transcripts, proof of enrollment, student schedules, as requested or assigned.
• Performs related duties as requested or assigned.

The ideal candidate should have:

• Registrar or enrollment operations experience. Experience with registration, student records, enrollment changes, withdrawals, waitlists, rosters, tuition/fees, or comparable academic administrative functions.
• Exceptional attention to detail. The candidate should have a track record of effectively managing registrations, records, schedules, payments, or other detail-intensive processes.
• Outstanding customer service orientation, proactive service mentality and a genuine interest in day-to-day operational excellence. Warm, patient, responsive, and professional when working directly with students, families, faculty and colleagues . Anticipates common questions and problems and works to resolve them before they become larger operational issues.
• Strong systems and technology skills. Able to learn systems quickly, troubleshoot routine issues, maintain clean data, and understand how information moves between registration, scheduling, billing, faculty, and families. Experience with ASAP, RegPack and/or ASIMUT a plus.
• Excellent written and verbal communication. Able to communicate clearly, concisely, and professionally with families, faculty, students, and colleagues.
• Ability to manage a high-volume environment. Comfortable handling significant email traffic, registration deadlines, schedule changes, family inquiries, and competing priorities while maintaining accuracy.
• Sound judgment and discretion. Understands the importance of confidentiality when handling student records, family information, financial matters, and faculty communications.
• College degree in Music or Arts Administration or equivalent preferred.

Essential Functions:

PHYSICAL:

Must be able to see, hear, feel, speak, and use hands to type and grasp objects with fingers. Primarily sedentary with intermittent standing, walking, bending, and stooping; occasional light lifting and carrying of objects weighing 25 pounds or less; light to heavy repetitive use of hands, wrists and forearms while working on a computer.

EMOTIONAL:

Ability to develop and maintain effective working relationships involving interactions and communications personally, by phone and in writing with a variety of individuals and/or groups of individuals from diverse backgrounds on a regular, on-going basis; ability to concentrate on detailed tasks for extended periods of time and/or intermittently while attending to other responsibilities; ability to work effectively under pressure on multiple tasks concurrently while meeting established deadlines and changing priorities.

WORKING CONDITIONS:

Primarily indoor office environment; frequent contact with and interruptions by individuals in person or by phone.

Compensation and Benefits:

This is full-time, non-exempt role. You will work 37.5 hours per work week with a typical schedule of Tuesday - Friday 10:00 AM - 6:00 PM and Saturday 8:00 AM - 4:00 PM. The pay range is $26.44-$28.85 per hour depending on skills, experience, and ability level. The Colburn School offers excellent benefits including medical, dental and vision insurance plans; Long Term Disability, Short Term Disability and Life Insurance plans; paid sick leave and vacation; a 403(b)-retirement plan with a generous employer matching contribution.

ABOUT THE COLBURN SCHOOL:

The Colburn School is a world-renowned performing arts institution located in the heart of downtown Los Angeles. Its mission is to provide the highest quality performing arts education at all levels of development in music and dance, and to foster a vibrant community through a wide range of performances, events, and educational activities.

The Colburn School trains students from beginners to those about to embark on professional careers. Each year, more than 2,000 students from around the world come to Colburn to benefit from the renowned faculty, exceptional facilities, and focus on excellence that unites the community.

About the Colburn School

Conservatory of Music

- The diploma- and degree-granting Conservatory of Music is distinguished by a unique all-scholarship model, renowned faculty, and outstanding performance opportunities. It prepares the very highest level of collegiate musicians for professional careers.

The Music Academy

- The Music Academy is a highly selective training program for gifted young pre-collegiate musicians, designed to prepare students for conservatory study and performing careers at the highest levels of achievement. This residential program balances performance, musical instruction, and academics.

The Community School of Performing Arts

- The Community School of Performing Arts welcomes students of all ages, from seven months old to adults. It offers over 120 classes each year in orchestral instruments, piano, guitar, voice, jazz, music theory, drama, and ensembles including orchestra, choir, and chamber music.

The Trudl Zipper Dance Institute

- The Trudl Zipper Dance Institute develops performers of all levels, from the pre-professional ballet program in the Dance Academy to beginners starting in Youth Dance. Students of all levels receive training in ballet, tap, and modern genres as part of a comprehensive dance education.

Center for Innovation and Community Impact

- was created to empower the musical and dance leaders of tomorrow by nurturing students’ passion and ability to serve their communities, preparing them for sustainable careers, and embracing the development of new ideas. The Colburn School partners with 15 Los Angeles Unified School District schools, 13 of which receive Title I funding, to provide interactive and engaging concerts and instructional sessions to 5,000 students every year.

Construction began in 2024, and upon completion in 2027, the expansion will create the world’s largest concentration of Frank Gehry-designed buildings-joining the Walt Disney Concert Hall and mixed‑use project The Grand in redefining the cultural landscape of downtown Los Angeles.