Program Administrator

Jacksonville Arts & Music School (JAMS) is a Creative Youth Development organization committed to empowering the next generation of leaders through the arts, leadership training, and real-world experiences.

Our What A Leader (WAL) program is a flagship leadership experience designed to build confidence, critical thinking, communication, professionalism, and relationship development through training, competition, and exposure.

To empower the creative leaders of tomorrow.

To create positive change in our community by developing tomorrow’s problem-solvers, creative thinkers, and innovative leaders.

The Program Administrator is responsible for supporting the administrative operations of JAMS programs, with a focus on student enrollment, parent engagement, program scheduling, data entry, and records management.

This role serves as a primary point of contact for families and ensures that program information, student records, and administrative processes are accurate, organized, and consistently maintained. The Program Administrator works collaboratively with internal teams to support efficient program operations and a positive experience for students and families.

• Build and maintain positive relationships with students, families, and staff
• Serve as a primary point of contact for parent inquiries and program communications
• Ensure clear, timely, and professional communication with families
• Manage student enrollment, registration, and onboarding processes
• Follow up with families regarding incomplete registrations, required documentation, and program updates
• Coordinate parent communications, reminders, and announcements
• Maintain accurate student and family contact information
• Support parent engagement initiatives and collect family feedback
• Ensure confidentiality and appropriate handling of student and family information

• Coordinate and maintain program schedules, calendars, and room assignments
• Collaborate with program leadership to communicate scheduling changes and updates
• Support administrative planning and coordination for special programs, events, and activities
• Develop and maintain organized administrative workflows and tracking systems
• Identify opportunities to improve enrollment, communication, and scheduling processes
• Utilize digital platforms and technology to improve administrative efficiency
• Collaborate across departments to ensure program information is accurate and accessible

• Take ownership of assigned administrative processes and ensure timely completion
• Maintain accurate enrollment, attendance, and student participation records
• Monitor student attendance and identify students below established participation requirements
• Coordinate follow-up communications regarding attendance and participation concerns
• Support staff with access to accurate program schedules, rosters, and student information
• Identify administrative gaps and proactively communicate concerns and potential solutions
• Reinforce accountability, professionalism, and the JAMS LIFE WAY through daily interactions
• Demonstrate initiative, organization, and consistent follow-through

• Perform accurate and timely data entry across designated program and administrative systems
• Maintain student databases, enrollment records, attendance reports, and program documentation
• Review and verify data for completeness, accuracy, and consistency
• Conduct routine record audits to identify missing information, duplicate entries, and discrepancies
• Track enrollment numbers, program capacity, attendance, and student participation
• Prepare and maintain reports, spreadsheets, and administrative dashboards
• Support data collection and…