Bilingual Program Assistant

Deadline December 31, 2023

Bilingual Program Assistant

Are you passionate about music education and youth development?
Do you love working for a mission driven organization?
Do your skills and interests include music and music education, parent and community engagement, and organizing logistics and details?
Come join our team and help us make music education a reality for all kids, regardless of their family’s ability to pay!
Organizational Summary

Our Mission: To provide outstanding rock, pop, and country music education for youth by offering tuition assistance, instrument rentals, and exceptional, state-of-the-art performance opportunities.
Our Vision: Children’s lives are transformed through the power of music.
Who we are: Youth Music Project (YMP) staff are a band of inspired, engaged and encouraging educators, musicians, administrators, and volunteers who believe that every student deserves access to exceptional music education, regardless of family income level. YMP provides music instruction to thousands of children every year via year-round after-school group classes, private lessons, early childhood classes, field trips, partnerships, and summer camps. Throughout the pandemic all programs have been delivered remotely and online. Near 40% of annual enrollments are made possible thanks to our donor-supported tuition assistance fund, providing access to hundreds of children and families each year who otherwise could not afford it.
Equity: Youth Music Project celebrates the chorus of perspectives, experiences, and unique essence of each person. A soloist is beautiful on its own, but a band, choir, or ensemble has vibrancy and energy made more beautiful with unique instruments and voices included together in co-creation. Modeled by our YMP board, staff and leadership, YMP uses the study of music to empower students to appreciate and respect differences, encourage critical thinking, listen deeply, and make space for and include all voices and perspectives.
As we continue our journey of equity and inclusion, we are focused on the following goals:
• Ensuring a diverse board, staff, student and family community by creating a culture that is welcoming to all, regardless of: ethnicity, race, culture, gender identity or expression, sexual orientation, religion, class, nationality, ability or age.
• Commitment to inclusion in thought, language, experience, and leadership.
• Continuously evaluating our efforts to increase the diversity of our organization at all levels.

Practice is at the heart of mastery, and a core tenet of music education. The YMP team recognizes that we must constantly practice in order to achieve our goals. In practice – we learn from our mistakes, we encourage each other to be vulnerable, we hold each other accountable, we support, we teach, we step up to the mic when it’s our turn, and step back when it’s time for someone else to sing. We know that our efforts and our attitudes affect everyone around us.

A chord in music is the sounding of two or more notes at the same time. Equity and our work toward change is, essentially, the harmonization of a chord. We recognize that we will always have opportunities to include more notes and different perspectives at YMP, and we are committed to welcome, create, and celebrate this rich harmony that makes our song whole.

We make music. Together.
Position Summary

Position Overview:
The Program Assistant will serve on the Program Team and work as a lead member of the front desk reception team and support administrative tasks for the organization.
Program Assistant schedule will be 32-40 hours a week. The schedule for this position is based on our program schedule and will include evenings and potentially Saturday hours. Schedule may vary occasionally during breaks between terms and concert weeks.

Things you’ll get to do:
• Work as a key member of the front desk team providing excellent customer service on the phone and in person.
• Act as a mentor for newer front desk team members
• Enter data through customer relations management software (ActiveNet)
• Track student attendance and enforce attendance policies.
• Operate the point-of-sale system
• Handle cash and checks, understand processes for receiving donations and receivables.
• Learn safety procedures and be familiar with YMP emergency action plan and the role of the safety team.
• Understand and execute proper opening and closing procedures of the building.
• Assist with the instrument rental program in collaboration with the Instrument Coordinator
• Co-advise and directly support the Program Coordinator in the private lesson and free trial lesson student scheduling process, including but not limited to: updating and utilizing registration software (ActiveNet), processing registrations, student placement on the schedule, communication with program staff, instructors, students, and families.
• Maintain program schedule and registration materials through ActiveNet and Google Docs.
• Create and communicate confidential Student Note reports for each instructor at the start of the term and send updates in the first few weeks.
• Support administrative components of Student Concert Week, including concert schedule doc updates, enroll students in concert times in ActiveNet, creating and printing of concert programs, and entering End of Term Family Surveys data into survey platform.
• Support program outreach and communication efforts, periodically tabling at and participating in off-site community events and performances.
• Support program-related data gathering and analysis through ActiveNet software, including running and distributing weekly reports and working with other staff to address data gathering and reporting needs.
• Assist Program Coordinator with administering Youth Music Project Tuition Assistance, including preparing email communications, tracking data, and running reports as needed.
• Coordinate orders for office supplies, program supplies, and janitorial supplies
• Attend weekly 1:1 and Program Team meetings and monthly Administrative Team meetings.
• Communicate clearly with the Program Coordinator issues, needs, and challenges, that arise within the program.
• Work with other organizational and Program Team staff to assist in projects as needed.
• Other duties as assigned.

Education and Experience

Qualifications you’ll need::
• Bilingual (read, write, speak) in English and Spanish
• Experience working with children and families
• Reception, Front Desk, or other customer service experience
• Background or strong familiarity with music and music education
• Commitment to providing quality customer service and being culturally responsive to people from diverse backgrounds.
• Ability to recognize confidential documents and maintain employee and family confidentiality in a professional manner
• Intermediate experience using Microsoft Office Suite (Word, Excel, Outlook) and Google Suite (Google Docs, Google Sheets) in a work setting.
• Familiarity with customer relations management systems and practices. Experience with ActiveNet software a plus.
• Available and willing to regularly work evenings
• Dependable transportation to and from Youth Music Project
• Must pass a strict background check

Other knowledge, skills & abilities we’d like you to have:
• Associate or bachelor’s degree in music education, youth development, social service, or non-profit related field or equivalent combination of education and experience
• Demonstrates the tendency to contribute ideas and initiate new ways of working, shows enthusiasm for project work and special assignments.
Where you’ll get to work: Youth Music Project calls home a vibrant, ADA-accessible, state-of-the-art facility renovated specifically for music education and performance. We are located in the historic Willamette District of West Linn, OR.

Who you’ll report to: Program Coordinator
Your position type: Full Time, Hourly, Non-Exempt
Your salary: $17.85-18.50 an hour, depending on experience.
Your benefits: Medical, Dental & Vision; PTO & Holidays, Retirement Plan with annual 4% match
Desired Start Date: November 2023
Where to apply:
Americans with Disability Specifications
Physical demands: The physical demands described in this position description are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is consistently required to remain in a stationary position for at least 50 percent of the time; occasionally move about and walk to local businesses that support office operations. The incumbent in this position will need to constantly operate and handle computers and other office equipment, frequently communicate with clients and be able to exchange accurate information; be able to assess clients’ needs from near and far distances and determine proper care; and occasionally lift and/or move up to 40-45 pounds.

Youth Music Project is an equal opportunity employer. We value, honor and promote equity, diversity and inclusion in our employment and educational processes. Applicants from diverse backgrounds are enthusiastically encouraged to apply.

More Info

West Linn, OR