Student Services & Front Office Manager

Job Title: Student Services & Front Office Manager

Supervisor: Chief Financial Officer

Status: Full-Time, Exempt

Supervises: Morning Receptionist, Evening Receptionist, Saturday Receptionist, PT Registrar, PT Office Assistant

Compensation: $72,000 - $80,000 commensurate with experience

Priority Deadline: May 8, 2026

To Apply: Please submit a cover letter, resume, and list of three references to jobs@diller-quaile.org.

Position Overview:
The Diller-Quaile School of Music, an esteemed community music school on NYC’s Upper East Side, seeks an experienced Student Services & Front Office Manager to oversee all front office and student administrative functions of the School, including registration, billing, financial aid administration, enrollment reporting, and student/family-facing operations.  This role manages front office staff, ensures accurate and compliant student and financial records, and serves as a central point of coordination among families, faculty, administrators, and external partners.

The position exercises independent judgment, maintains confidentiality, and collaborates closely with Finance & Operations, Facilities, IT, and program departments to support institutional operations and planning.

This is a full-time, exempt position that requires onsite presence Monday – Friday as well as some evenings and weekends as needed to support programming.

Position Responsibilities:
Responsibilities include, but are not limited to:

Leadership & Front Office Operations

• Supervise, train, schedule, and evaluate front office staff, establishing clear workflows, standards, and coverage.

• Oversee daily front office operations to ensure a professional, responsive, and inviting environment.

• Maintain full oversight of the school’s front lobby, ensuring an orderly, professional, and welcoming environment while monitoring daily activity and visitor flow.

• Serve as the point of contact for complex or sensitive inquiries related to enrollment, billing, and/or financial aid.

• Develop, document, and refine administrative procedures to improve efficiency and consistency.

Student Information Systems & Enrollment Management

• Oversee the accuracy, integrity, and effective use of the School’s student information system, Studio School Pro (SSP), including student records, enrollment data, billing structures, events, and reporting.

• Manage the annual registration cycle and ongoing enrollment activity for all programs.

• Collaborate with IT consultants on system updates, annual rollovers, and database improvements.

• Draft official enrollment and verification documentation as needed.

Billing, Tuition & Student Accounts

• Oversee student accounts, billing, payment processing, refunds, and account follow-up in accordance with school policies.

• Serve as administrative authority on tuition policies, discounts, payment plans, and account-related inquiries.

• Coordinate with Finance & Operations to support reconciliation of student account balances with the General Ledger.

 Financial Aid Administration

• Serve as primary point of contact for financial aid administration.

• Proactively notify and guide financial aid applicants.

• Using qualitative and quantitative reasoning, review and analyze financial aid applications.

• Advise the Financial Aid Award Committee on eligibility and award recommendations.

Reporting, Analysis & Board Support

• Prepare enrollment analyses, tuition projections, retention data, and related reports for Board meetings and institutional planning.

• Develop customized reports and analyses to support leadership decision-making.

• Collect and analyze tuition and fee data from peer institutions for comparative analysis.

Other Duties as Assigned

Minimum Qualifications

• Bachelor’s degree required, preferably in Business or Arts Administration, Finance, Nonprofit Management, or a related field.  An equivalent combination of education and experience may be considered.

• 3-5 years of progressively responsible experience in student administration, enrollment management, bursar/registrar functions, financial aid administration, and/or front office/administrative operations.

• 1-2 years of supervisory experience, including staff oversight, workflows, or front office operations.

• Knowledge of student information systems or comparable database platforms (SSP preferred).

• Strong working knowledge of billing, tuition structures, payment plans, and financial aid processes, preferably in an educational or nonprofit environment.

• Excellent written and verbal communications skills, including professional correspondence with families and external stakeholders.

• Strong organizational skills with the ability to manage multiple priorities and deadlines.

• High degree of discretion and experience handling confidential and sensitive information.

• Demonstrated problem-solving skills and sound judgment in handling complex or sensitive situations.

• Proficiency in general office software (e.g., Microsoft Office Suite) and experience with online payment platforms and reporting tools (e.g., Stripe or similar).

The Diller-Quaile School of Music is an Equal Opportunity Employer. All qualified applications will receive consideration for employment without regard to race, color, national or ethnic origin, religion, gender, gender expression, sexual orientation, or any other characteristic protected by law to all the rights privileges, programs, and activities generally accorded or made available to employees at the School.

To Apply: Please submit a cover letter, resume, and list of three references to jobs@diller-quaile.org.