Student Programs & Event Manager

Key to Change; Seattle (WA); Vor Ort; USD 70.000 - 95.000; Vollzeit

Zusammenfassung

Key to Change seeks an experienced Student Programs & Events Manager to oversee day-to-day administration of student programs and manage an expanding calendar of educational and community events. You will guide families from inquiry through enrollment, coordinate with faculty, and ensure accurate records and timely communications.

This is a full-time, on-site role based at the studio, with after-school hours and some evenings or weekends for events.

Qualifikationen

• Minimum of three years in program management, student services, arts administration, or nonprofit programming.
• Experience independently managing complex programs and events from planning through execution.
• Excellent organizational and project-management skills.
• Strong writing, interpersonal, and customer-service skills.
• Commitment to student safety and confidentiality.
• Ability to work with diverse partners including students, families, educators, and staff.
• Bachelor's degree preferred.
• Valid driver's license for occasional travel.

Aufgaben

• Own the administrative student journey from inquiry through enrollment and re-enrollment.
• Maintain student and family records, schedules, and attendance information.
• Coordinate lesson and program schedules with faculty and leadership.
• Serve as liaison to instructors for scheduling and logistics.
• Manage enrollment terms across fall, winter, spring, and summer.
• Provide timely, accurate, professional communications to students and families.
• Administer tuition and financial aid processes in partnership with leadership.
• Document and improve admissions, registration, enrollment, and family procedures.
• Develop project plans and run-of-show documents for events.
• Recruit and engage families; support school partnerships and community activities.
• Produce routine enrollment and participation reports and dashboards.
• Maintain calendars and systems (Salesforce, LMS).

Kenntnisse

Organizational skills

Project management

Communication

Customer service

CRM systems

LMS administration

Event planning

Ausbildung

Bachelor's degree or equivalent

Tools

Salesforce

Moodle

Event platforms

Jobbeschreibung

Key to Change's mission is to inspire underserved youth through world-class music instruction and support their development as self-aware leaders.

About the Role

Key to Change seeks an experienced, highly organized, and student-centered Student Programs & Events Manager to lead the day-to-day administration of the organization's student programs and the planning and execution of its growing calendar of educational, community, and special events.

This position is a central point of coordination for the student and family experience, helping guide families from initial inquiry and admission through enrollment, registration, participation, retention, and continued engagement. The Manager oversees essential registrar functions, including student records, scheduling, tuition administration, financial aid administration, attendance, and family communications, while working closely with faculty and organizational leadership to ensure that programs operate with consistency and excellence.

The Student Programs & Events Manager also owns the operational planning and execution of major student-facing events and educational programs, including guest artist masterclasses, concerts, Open Houses, the Solo String Festival, Inspiring Possibilities Series, college readiness programs, outreach activities, school-based events, and the Spring Salon Fundraiser.

This is not an entry-level administrative position. The successful candidate will be expected to independently manage complex programs and events, anticipate needs, solve routine operational problems, communicate professionally with students and families, and take ownership of work from planning through completion.

Key Responsibilities

• Own the administrative student journey from inquiry and application through enrollment, registration, onboarding, retention, and re-enrollment.
• Maintain accurate student and family records, schedules, attendance information, program requirements, and related documentation.
• Coordinate lesson, studio class, workshop, and program schedules in collaboration with faculty and leadership.
• Serve as the primary administrative liaison to music instructors for student scheduling and program logistics, coordinating lesson assignments, teaching schedules, schedule changes, and related student and family communications in collaboration with instructional and organizational leadership.
• Manage terms: fall, winter, spring, and summer enrollment processes and deadlines.
• Provide timely, accurate, and professional communications to current and prospective students and families.
• Administer tuition-related student services and established payment processes in partnership with the Director of Operations & Chief of Staff.
• Administer financial aid and scholarship processes, including collecting documentation, maintaining records, communicating awards, and monitoring compliance with established procedures. Financial aid award decisions and individual award amounts remain with the Executive Director.
• Document and continuously improve admissions, registration, enrollment, and family-facing procedures.

Events & Educational Programs

• Independently develop project plans, timelines, staffing needs, communications, and day-of execution for Key to Change's student-facing and special events. For these activities, the Manager coordinates registrations and student participation; communicates with families, faculty, guest artists, vendors, and partners; prepares event materials; manages venue and logistical needs; coordinates staff and volunteers; develops run-of-show documents; and oversees appropriate post-event follow-up.

Recruitment, Family Engagement & School Coordination

• Execute student recruitment and enrollment activities, including prospective-family follow-up, recruitment events, school visits, Open Houses, and conversion of inquiries into completed applications and enrollment.
• Serve as a primary day-to-day contact for current and prospective students and families, providing a responsive, welcoming, and professional experience.
• Coordinate operational details for school and community partnerships, including schedules, student participation, communications, and program logistics.
• Support retention by identifying student or family concerns early and coordinating appropriate follow-up with leadership and faculty.
• Partner with the Executive Director on implementation of institutional partnerships; high-level relationship development remains with those leaders.

Data, Systems, & Program Administration

• Maintain accurate enrollment, attendance, retention, and program participation data.
• Produce routine reports and dashboards that help leadership monitor student-program performance and operational needs.
• Maintain program calendars, deadlines, registration systems, and student/family records in Salesforce or other designated systems.
• Assume routine student- and family-facing Moodle administration following documentation and transition of the current system.
• Identify and implement practical improvements to student-program workflows, documentation, and administrative systems.
• Collaborate with the Marketing & Digital Engagement Manager on accurate public-facing program information while leaving marketing strategy, social media, website ownership, and public positioning of Presto and related digital initiatives with Marketing.

Qualifications

• Minimum of three years of progressively responsible professional experience in program management, student services, arts administration, education, events, nonprofit programming, or a related field; five or more years strongly preferred.
• Demonstrated experience independently managing complex programs, events, student services, or comparable operational responsibilities from planning through execution.
• Excellent organizational and project-management skills, with the ability to manage multiple deadlines and priorities without requiring day-to-day direction.
• Strong professional writing, interpersonal communication, and customer-service skills.
• Sound judgment and discretion when working with confidential student, family, financial aid, and organizational information.
• Demonstrated commitment to maintaining appropriate professional boundaries, student safety, confidentiality, and organizational policies when working with young people and families.
• Demonstrated ability to anticipate needs, solve problems, follow through, and build reliable systems and processes.
• Confidence using databases, spreadsheets, calendars, learning-management systems, event platforms, and other digital tools.
• Ability to work effectively with young people, families, educators, artists, community partners, and organizational leadership.
• Experience in music, arts education, youth development, higher education, independent schools, nonprofit education, or another student-centered environment is highly desirable.
• Familiarity with CRM, student-information, learning-management, or event-management systems is preferred.
• Bachelor's degree or equivalent combination of education and relevant professional experience preferred.
• Valid driver’s license and reliable transportation for occasional travel to Key to Change programs, events, schools, and community activities.

The Person We're Looking For

You don't have to come from the nonprofit world, and you don't have to be a musician. You might come from education, higher education, arts administration, youth development, student services, event management, community programming, hospitality, or another environment where your work required you to manage many moving pieces while creating an exceptional experience for the people you served.

You should genuinely enjoy working with young people and families and have an appreciation for education, the arts, and the role that access to extraordinary opportunities can play in a young person's life. You should also be comfortable in an environment where no two days look exactly alike. On one day, you may be helping a family navigate enrollment or financial aid; on another, coordinating a guest artist masterclass; and on another, managing the many details necessary to produce the Solo String Festival, an Open House, or the Spring Salon.

This position is best suited for an experienced professional who has already demonstrated the ability to independently manage programs, events, student services, or similarly complex work. We will teach you Key to Change: our mission, students, programs, communities, systems, and aspirations. We are looking for someone who will bring the organizational judgment, initiative, professionalism, warmth, and experience necessary to help us deliver an exceptional experience for every student and family we serve.

This is a full-time, primarily on-site position based at Key to Change Studio Headquarters. Because Key to Change primarily serves students during after-school hours, this position requires a schedule that regularly extends into the evening, with occasional weekend responsibilities. The employee's regular work schedule will be structured accordingly.

The schedule is designed to provide consistent coverage during Key to Change's primary afternoon and evening student programming hours. Occasional schedule adjustments may be required for concerts, special programs, school-based activities, or organizational events, with advance notice whenever possible.

This position involves frequent interaction with students, families, instructors, staff, and visitors. The successful candidate should be comfortable spending most of their workday in a busy, active studio environment.