Student Placement Coordinator

TITLE: Student Placement Coordinator
DEPARTMENT: Instrumental & Vocal Instruction
REPORTS TO: Director of Instrumental & Vocal Instruction...
STATUS: Non-exempt; Full-time, 1 FTE, 40 hrs/wk
LOCATION: Twin Cities Metro; hybrid eligible
SUMMARY
The Student Placement Coordinator is responsible for placing students with teachers in the Instrumental & Vocal Instruction program, matching students appropriately and efficiently with teachers and lesson schedules and providing a smooth and positive experience for new students. This position monitors volume of placements and assigns work to team members as needed. The Coordinator ensures a positive customer and faculty experience through the placement process.
RESPONSIBILITIES AND ESSENTIAL FUNCTIONS
? Provide excellent customer service throughout the placement process by phone and email.
? Monitor placement inbox, responding to both typical and complex inquiries, and concerns from high touch customers.
? Develop and maintain cordial and supportive relationships with instrumental and vocal instruction faculty members.
? Track available instruction time for faculty members in HubSpot, updating program leaders if there are challenges in tracking instructor schedule.
? Determine strategy for each new placement inquiry; assign placement work to Placement Assistant as needed.
? Identify and assess possible matches between teachers and prospective students regarding learning preferences and schedule constraints.
? Research options for student transfers as requested by program leaders.
? Implement the placement process in coordination with the Placement Assistant including request acknowledgement, teacher availability verification, eligibility, lesson offer, lesson confirmation, and creating student ActiveNet account.
? Ensure placements are completed in a timely manner.
? Assess, analyze, and report faculty work capacity or interest, including unmet need, to supervisor and the Director of Individual Instruction as appropriate.
? Identify and assess possible matches between teachers and prospective students regarding learning preferences and schedule constraints.
? Monitor HubSpot (CRM) for accurate and up to date data and record keeping, including keeping templates for student and teacher communication up to date.
? Ensure new teacher profiles are created in HubSpot while welcoming new teachers to MacPhail.
? Interpret MacPhail?s instruction programs and related policies and procedures as needed.
? Other duties as assigned.
QUALIFICATIONS
Education: High School Degree, or equivalent.
Experience: 2-4 years related work experience.
Skills and Abilities: Excellent customer service skills. Proficient oral and written communication skills. Solid working knowledge of CRM or sequential databases, experience with HubSpot is preferred. Proficient with Microsoft Office Word, Excel, and Outlook. Strong attention to detail with proven accuracy. Ability to manage time effectively.
Physical Demands: Occasional lifting, approximately 5 lbs., frequently sitting, working at keyboard for up to 8 hours at a time. Occasional walking, climbing, stairs, stooping, bending, kneeling

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