Program Administrator

JACKSONVILLE ARTS AND MUSIC•Jacksonville, FL

11d•Onsite

About The Position

The Program Administrator supports the administrative operations of Jacksonville Arts & Music School (JAMS) programs, focusing on student enrollment, parent engagement, scheduling, data entry, and records management. The role is a primary point of contact for families and helps ensure program information, student records, and administrative processes are accurate, organized, and consistently maintained. The Program Administrator works with internal teams to support efficient program operations and a positive experience for students and families. JAMS is a Creative Youth Development organization that empowers young people through the arts, leadership training, and real-world experiences. Its What A Leader program develops confidence, critical thinking, communication, professionalism, and relationship-building through training, competition, and exposure. JAMS’s mission is to empower the creative leaders of tomorrow, and its vision is to create positive community change by developing future problem-solvers, creative thinkers, and innovative leaders. The position is primarily on-site at Jacksonville Arts & Music School, with regular interaction with students, families, and staff. The stated schedule is 10:00 AM–7:00 PM during the school year and 8:00 AM–4:00 PM during summer. Occasional evenings and weekends are required for organizational events and activities. The role operates in a fast-paced, youth-centered environment.

Requirements

Associate or bachelor’s degree, or equivalent experience, in Business Administration, Education, or a related field.
2–3 years of experience in administrative support, program administration, enrollment, or a related role.
Strong organizational, communication, and time-management skills.
Proficiency in Microsoft Office, Google Workspace, and digital data management systems.
Experience with data entry, database management, and reporting.
Strong attention to detail and ability to maintain accurate records.
Ability to manage multiple priorities and meet deadlines.
Strong customer service and interpersonal skills.
Level II background screening required.
Ability to work in a fast-paced, youth-centered environment.
Occasional evening and weekend work for organizational events and activities.

Nice To Haves

Experience working in education, nonprofit, or youth development environments.
Familiarity with Procare, Jotform, or similar administrative platforms.
Equivalent experience may be considered in place of the specified degree.

Responsibilities

Build and maintain positive relationships with students, families, and staff.
Serve as a primary point of contact for parent inquiries and program communications, ensuring communication is clear, timely, and professional.
Manage student enrollment, registration, and onboarding; follow up on incomplete registrations, required documentation, and program updates.
Coordinate parent communications, reminders, and announcements; maintain accurate student and family contact information; support parent engagement and collect family feedback.
Ensure confidential and appropriate handling of student and family information.
Coordinate and maintain program schedules, calendars, and room assignments; communicate scheduling changes and updates in collaboration with program leadership.
Support administrative planning and coordination for special programs, events, and activities.
Develop and maintain organized administrative workflows and tracking systems, and identify opportunities to improve enrollment, communication, scheduling, and administrative processes.
Use digital platforms and technology to improve administrative efficiency and collaborate across departments to ensure program information is accurate and accessible.
Take ownership of assigned administrative processes and ensure their timely completion.
Maintain accurate enrollment, attendance, and student participation records; monitor attendance and identify students below established participation requirements.
Coordinate follow-up communications regarding attendance and participation concerns.
Support staff with access to accurate program schedules, rosters, and student information.
Identify administrative gaps and proactively communicate concerns and potential solutions; reinforce accountability, professionalism, and the JAMS LIFE WAY through daily interactions.
Perform timely and accurate data entry across designated program and administrative systems.
Maintain student databases, enrollment records, attendance reports, and program documentation; review and verify data for completeness, accuracy, and consistency.
Conduct routine record audits to identify missing information, duplicate entries, and discrepancies.
Track enrollment, program capacity, attendance, and student participation; prepare and maintain reports, spreadsheets, and administrative dashboards.
Support data collection and reporting for organizational leadership, grant requirements, and compliance.
Maintain organized digital records and current required documentation; monitor administrative performance indicators and identify trends requiring attention.
Complete administrative records and reports within established deadlines and support continuous improvement of administrative systems and processes.
Demonstrate initiative, organization, and consistent follow-through.