Position Summary
The Campus Operations Coordinator helps students and families move efficiently from placement through completed enrollment at the Music Institute of Chicago. Based primarily at the Winnetka Campus, this position supports the Enrollment Administrator by gathering complete registration information, processing assigned enrollment transactions, and following through on outstanding requests.
The role connects campus staff with central enrollment operations, helping reduce delays, maintain accurate records, and support enrollment growth and student retention. It also provides weekly operational support at MIC’s Chicago campuses—Gratz and St. James—and occasional staff coverage at other locations.
Reports to: Winnetka Campus Director
Primary location: Winnetka Campus, with weekly support at the Chicago campuses and occasional coverage at other MIC locations
Employment type: Full-time, hourly; in person
Regular schedule: Wednesday–Sunday, 1:00–9:00 p.m.
Essential Responsibilities
- Enrollment Operations and Follow-Up
- Assist the Enrollment Administrator with annual re-registration, new enrollments, and routine enrollment changes.
- Gather and verify student, teacher, schedule, and lesson information; work with families, faculty, and campus staff to resolve missing or inconsistent details.
- Enter and update enrollment records and process assigned transactions according to established procedures.
- Track pending requests, document next steps, and follow through until each task is completed or referred to the appropriate staff for a decision.
- Coordinate with campus staff to ensure placement decisions and enrollment changes are accurately documented and communicated.
- Follow up with prospective and returning families on outstanding registration requirements and provide clear updates on pending requests.
- Assist with enrollment reports and record review, identifying discrepancies and recurring delays.
- Route academic, financial aid, billing, and policy questions to the appropriate staff and assist with follow-up as directed.
Support Across Campuses
- Make one scheduled visit each week to support operational needs at the Chicago campuses, Gratz and St. James.
- Complete assigned enrollment and administrative tasks during campus visits and coordinate follow-up with faculty, campus staff, and central administration.
- Assist with campus projects and events as assigned.
- Provide occasional staff coverage at other MIC locations, including reception and routine administrative duties when needed.
- Maintain clear records of completed work and outstanding items so campus staff can continue follow-up.
Reporting and Work Coordination
The Winnetka Campus Director supervises the position and manages day-to-day priorities. The Enrollment Administrator directs assigned enrollment work and provides guidance on procedures and system use. The Director of Programs may assign Chicago campus support and coverage at other locations, coordinating with the Winnetka Campus Director to align schedules and workload.
The Campus Operations Coordinator is expected to work independently after training, maintain accurate and confidential records, and communicate promptly when additional information or a decision is needed. Teacher placements, academic recommendations, financial approvals, and policy exceptions remain the responsibility of designated MIC staff.
Qualifications
- High school diploma or equivalent required; college degree preferred.
- Experience in administration, registration, customer service, or a related field.
- Strong organization, attention to detail, and consistent follow-through.
- Ability to coordinate work involving multiple staff members and manage competing priorities.
- Clear written and verbal communication and a welcoming, responsive approach to customer service.
- Proficiency in Microsoft Office and comfort learning enrollment and database systems.
- Ability to handle confidential information with discretion.
- Availability to work the established schedule and travel among MIC campuses.
- Experience in an educational, nonprofit, or arts setting preferred.
Schedule and Work Location
The regular schedule is Wednesday through Sunday, 1:00–9:00 p.m., primarily at the Winnetka Campus. The position includes one scheduled weekly visit to the Chicago campuses and occasional coverage at other MIC locations. Schedule adjustments may be required as campus needs and responsibilities evolve, with advance notice whenever possible.
How To Apply
Please submit a resume and cover letter describing your interest and relevant experience via email to: hr@musicinst.org. Please include the position title in the subject line of your email.
Commitment to Equity and Inclusion
The Music Institute of Chicago is committed to creating a welcoming and inclusive environment for all members of our community. We value diversity of backgrounds, experiences, identities, and perspectives, and we believe these differences strengthen our institution and enrich the educational experience for our students.
MIC is proud to be an equal opportunity employer and encourages candidates of all backgrounds and experiences to apply.