Program Administrator

Program Administrator

Who We Are

Jacksonville Arts & Music School (JAMS) is a Creative Youth Development organization committed to empowering the next generation of leaders through the arts, leadership training, and real-world experiences. Our What A Leader (WAL) program is a flagship leadership experience designed to build confidence, critical thinking, communication, professionalism, and relationship development through training, competition, and exposure.

Mission

To empower the creative leaders of tomorrow.

Vision

To create positive change in our community by developing tomorrow’s problem-solvers, creative thinkers, and innovative leaders.

Position Summary

The Program Administrator is responsible for supporting the administrative operations of JAMS programs, with a focus on student enrollment, parent engagement, program scheduling, data entry, and records management.

This role serves as a primary point of contact for families and ensures that program information, student records, and administrative processes are accurate, organized, and consistently maintained. The Program Administrator works collaboratively with internal teams to support efficient program operations and a positive experience for students and families.

Key Responsibilities

Establish Trust

- Build and maintain positive relationships with students, families, and staff

- Serve as a primary point of contact for parent inquiries and program communications

- Ensure clear, timely, and professional communication with families

- Manage student enrollment, registration, and onboarding processes

- Follow up with families regarding incomplete registrations, required documentation, and program updates

- Coordinate parent communications, reminders, and announcements

- Maintain accurate student and family contact information

- Support parent engagement initiatives and collect family feedback

- Ensure confidentiality and appropriate handling of student and family information

Cultivate Creativity

- Coordinate and maintain program schedules, calendars, and room assignments

- Collaborate with program leadership to communicate scheduling changes and updates

- Support administrative planning and coordination for special programs, events, and activities

- Develop and maintain organized administrative workflows and tracking systems

- Identify opportunities to improve enrollment, communication, and scheduling processes

- Utilize digital platforms and technology to improve administrative efficiency

- Collaborate across departments to ensure program information is accurate and accessible

Develop Leadership

- Take ownership of assigned administrative processes and ensure timely completion

- Maintain accurate enrollment, attendance, and student participation records

- Monitor student 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

- Demonstrate initiative, organization, and consistent follow-through

Deepen Impact

- Perform accurate and timely 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 numbers, 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 ensure required documentation is current

- Monitor administrative performance indicators and identify trends requiring attention

- Support continuous improvement of administrative systems and processes

- Ensure administrative records and reports are completed within established deadlines

Qualifications

- 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

- Experience working in education, nonprofit, or youth development environments preferred

- 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

- Familiarity with Procare, Jotform, or similar administrative platforms preferred

- 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

Additional Qualities Needed

- Ownership Mindset: Takes responsibility for assigned processes and ensures completion

- Detail-Oriented: Maintains accuracy and consistency in data entry, records, and reporting

- Execution-Driven: Demonstrates strong follow-through and meets established deadlines

- Relationship Builder: Creates positive, professional relationships with families and staff

- Organized: Effectively manages multiple administrative responsibilities and priorities

- Problem Solver: Proactively identifies gaps and recommends practical solutions

- Adaptable: Responds effectively to changing program needs and schedules

- Tech-Savvy: Comfortable learning and utilizing digital systems to improve efficiency

- Cultural Alignment: Embodies the JAMS LIFE WAY

- Growth-Oriented: Open to feedback, continuous improvement, and evolving organizational needs

Working Conditions

- Primarily on-site at Jacksonville Arts & Music School

- Regular interaction with students, families, and staff

- School Year: 10:00 AM – 7:00 PM

- Summer: 8:00 AM – 4:00 PM

- Occasional evenings and weekends for organizational events and activities

- Ability to work in a fast-paced, youth-centered environment