Registrar and Student Services Associate

Colburn School•Los Angeles, CA

1d•$26 - $29•Onsite

About The 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.

Requirements

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.
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.
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.
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.

Nice To Haves

Experience with ASAP, RegPack and/or ASIMUT a plus.
College degree in Music or Arts Administration or equivalent preferred.

Responsibilities

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.