A Registrar or Patient Service Representative provides direct assistance to patients at a health care or long term care facility. Answers questions and helps resolve complaints; provides liaison with health care providers; may assist with coordinating appointments or addressing billing or insurance issues.
Registrar & Program Operations Associate Washington Conservatory of Music - 4.0 Glen Echo, MD Job Details Part-time $18 - $24 an hour 16 hours ago Qualifications Computer operation Google Workspace Customer communication Working with students Student support Newsletters (communication methods) Computer skills Content management Community relationship building Full Job Description Job Summary The Registrar & Program Operations Associate plays a central role in providing an exceptional experience for Washington Conservatory of Music students, families, faculty, and visitors. As a primary point of contact for the Conservatory, this position provides responsive, professional, and welcoming customer service while supporting registration, student placement, scheduling, payments, enrollment, and retention. The Registrar & Program Operations Associate maintains accurate student and faculty records and supports the smooth operation of Conservatory programs, meetings, concerts, events, and facilities. The position also assists with newsletters, program communications, marketing and outreach, and engagement with current and prospective families. The successful candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while confidently communicating the value of WCM and its programs. The Registrar & Program Operations Associate reports to the Executive Director, with responsibilities as follows and other duties as assigned: Provide Exceptional Customer Service & Manage Enrollment Process Serve as a primary point of contact for students, parents, prospective families, faculty, and visitors, providing exceptional, responsive, and welcoming customer service.
Front Desk Operations:
Answer phone inquiries, respond to emails and text promptly and professionally, and welcome students and families during high-traffic afternoon hours. Guide prospective families through the full enrollment process, from initial inquiry and teacher matching through registration, payment, and the first lesson or class. Conduct regular follow-up with prospective students who have inquired but not yet registered. Proactively contact returning students and families regarding re-enrollment and semester deadlines.
Tuition Billing:
Collect and process payments, track past-due student accounts, and distribute monthly billing invoices to families. Support student retention by identifying concerns, scheduling challenges, or service issues and working with faculty and leadership to resolve them. Maintain familiarity with all Conservatory programs, faculty, tuition, scholarships, policies, performances, and community programs in order to confidently recommend appropriate opportunities. Track inquiries, enrollment conversions, withdrawals, retention, and other key registration metrics. Help maintain a welcoming, organized, and professional environment at Conservatory locations. Faculty & Program Coordination Serve as a key administrative liaison between faculty, students, and families regarding scheduling, absences, make-up lessons, room assignments, and registration matters. Maintain accurate faculty schedules, teaching availability, room assignments, and student rosters. Assist with faculty onboarding, including access to systems, schedules, policies, and administrative procedures. Identify scheduling conflicts or enrollment opportunities and work proactively to maximize faculty schedules and classroom utilization. Assist with preparation of semester calendars, registration deadlines, faculty communications, and program information. Marketing & Community Engagement Assist with the preparation and distribution of weekly newsletters, program announcements, registration reminders, and other communications. Support social media and digital marketing by gathering photos, student/faculty highlights, program updates, upcoming events, and other content. Assist with creating and updating flyers, signage, registration materials, and basic promotional materials using Canva and other tools. Ensure website program information, faculty listings, schedules, tuition information, and registration links remain current and accurate. Assist with open houses, registration events, community events, and other student recruitment activities. Performances, Events & Administrative Support Provide front-of-house and customer service support for concerts, recitals, open houses, and special events. Assist with event and meeting setup and breakdown, including chairs, music stands, tables, signage, registration/check-in areas, and hospitality. Coordinate volunteers and student/family check-in when appropriate. Ensure event attendees receive timely and accurate information regarding parking, arrival times, accessibility, tickets, and venue logistics.
Qualifications:
5 - 7 years' experience managing education, music or arts education programs Pleasant and professional phone manner and demeanor Excellent interpersonal and customer service skills Excellent computer skills including Google Workspace, Adobe, and Canva Understanding of office practices and ability to multitask Ability to be self directed Willingness to work in a team environment Who we are:
Our Mission:
To provide exceptional musical learning and listening experiences for our students and community
Our Vision:
To create a vital, inclusive, expansive musical listening and learning environment, serving the musical needs of people of all ages and diverse ethnic, racial, cultural and economic backgrounds in
Montgomery County Our Programs:
Individual music lessons, early childhood family classes, group classes, music ensembles, recitals, summer music camps.
Our Commitment:
To serve our community through our Tapestry Music Project with free and low-cost early childhood and instrumental music classes to children of immigrants and families of color Compensation package: Range depending on qualifications and experience. Database/dashboard management, a plus Knowledge of Opus1 Development Studio, a plus
