EMPLOYMENT OPPORTUNITY | Part-time Office Manager/Registrar

The Portland Conservatory of Music (PCM), a nonprofit community music school, provides access to quality music education to community members of all ages, abilities, and financial levels. Classically based, the school also offers programs in jazz and world music.

The Conservatory is thrilled to share that they recently purchased a new building, located in the historic district of the West End, through the generosity of a single donor. The new building is 8,000 sq. ft. with performance and rehearsal halls, 13 studios, and much more.  The new space will allow the school to expand programming, including group classes, thereby enhancing their commitment to building community and making music lessons more affordable.  Prior to the pandemic, enrollment was over 350 students.

The Conservatory also educates through musical performances, including its free Noonday Concerts Series, as well as its Dimensions in Jazz series. The school is pleased to have an excellent and dedicated board of 13 members. Its Executive Director has been with PCM for six years.

PCM is looking for a new Office Manager/Registrar to help us further our mission. The position has recently been restructured to part-time, 25 hours/week, ideally M-F, 12-5.

Location: 202 Woodford St., 3rd floor, Portland, ME 04103 until Sept. 17;  starting Sept. 20, 28 Neal St., Portland, ME 04102

Must be technologically savvy, know how to type, and multi-task.

Skills necessary for the position:

  • Strong people skills: an ability to interact with public and staff with patience and tact
  • Ability to handle multiple demands and regular office interruptions
  • Skilled at MS Office Suite, particularly Excel and Word, ideally on a MAC
  • Ability to manage numerous email communications
  • Ability to quickly learn various computer programs and manage databases efficiently
  • Ability to work independently and problem solve
  • Initiative to create and improve processes and procedures

Job Description

I) Perform regular administrative tasks for PCM, including: answering phone calls, serving as a receptionist, managing mailings and email correspondences, maintaining Google and Academic calendars, maintaining files, photocopying, etc.

II) Process employee payroll bi-weekly, including coordination of timesheets for entire faculty and record keeping of all lessons given at PCM.

III) Serve as registrar and assist students, faculty, staff, and parents: process registrations and billing, maintain student data systems, explain policies and procedures, answer questions, coordinate services, handle special requests or problems, and defer to other staff members where appropriate. Maintain a courteous, consistent, professional relationship with the public.

IV) Match potential students to teachers; work with the Executive Director to resolve any issues that may arise during this process.

V) Design, maintain, and distribute registration materials such as flyers, forms, and applications.

VI) Maintain a room schedule for PCM faculty and students.

VII) Initiate, prepare, and process enrollment reports.

VIII) Prepare/gather necessary materials/reports for bookkeeper.

IX) Maintain the orderliness of the PCM Office, waiting room area, and storage areas.  This includes the safekeeping of files (current and past), incidental funds, and all confidential PCM documents (i.e. financial reports and personnel records).

X) Perform other duties as assigned by the Executive Director, Board Chair and Board Vice Chair, including generating a variety of regular and special reports.

How to Apply: 

Please submit your cover letter and resume to:

Jean Murachanian, Executive Director
Portland Conservatory of Music
202 Woodford St., 3rd Flr.
Portland, ME 04103
director@portlandconservatoryofmusic.org
(207) 775-3356

Application Deadline: Open until filled
Salary Range: $15-$18/hour, depending on experience
Start date:  Immediately

To learn more about PCM, please visit our website.