Assistant Director of Admissions - Music - Stetson University

The Assistant Director of Admissions for the School of Music reports directly to the Senior Associate Director of Admissions and works closely with the School of Music faculty, staff, and leadership team to recruit, retain, and enroll the highest quality student musicians through year-round recruitment events and represents the University and the School of Music in all phases of the admissions cycle. The incumbent will ensure balanced annual enrollment goals; plans, organizes, and executes all aspects of the audition days; schedules/reschedules all auditions and visits of prospective music students; coordinates and supervises the “Hi-Notes—Be A Music Major for a Day” program; and maintains a database of prospective students. Additionally, the Assistant Director is the liaison for off-campus performance opportunities for students. Additionally, the Assistant Director hires, supervises, mentors, and manages the budget for music admissions student workers. Aligned with Stetson’s strategic priority of a relationship-rich education, this role requires the ability to work effectively with diverse individuals, including admissions staff, music faculty, current music majors, and a dedicated team of work-study students supervised by the incumbent in the Music Admissions Office.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:  Employment duties will include, but not be limited to:

• Responsible for extensive outreach through high-volume phone calls, personal emails, notes, individual appointments, and group presentations
• Determine the best next contact for each hot prospect in the population, utilizing a variety of resources, including printed and web materials, as well as input from faculty, alumni, current students, coaches, and parents of current students
• Plan and execute recruitment activities, extensive travel, and ongoing engagement within a designated recruitment territory
• Organization is key in this position; this position will be the bridge between the School of Music and Enrollment Management
• Oversee all aspects of audition planning, coordination, and execution in collaboration with the School of Music; which includes gathering faculty availability to schedule auditions for 20 different instruments, ensuring open time slots, and managing communication with prospective students by providing clear instructions, scheduling details, and timely updates
• Create and organize audition schedules to ensure a smooth experience for both students and faculty, overseeing operations on audition days, handling last-minute adjustments, and ensuring seamless logistics
• Accommodate scheduling needs by rescheduling auditions when necessary to align with faculty and student availability and facilitate four primary audition days, held on weekends, while coordinating additional audition times as needed
• Maintain frequent and timely communication with the School of Music faculty, Dean, and staff to ensure student files are updated and faculty are informed about students' decision-making
• Proactively notify students and families of admissions decisions, scholarship awards, and financial aid packages through consistent outreach, including phone calls, emails, text messages, and financial planning conversations throughout the enrollment cycle
• Foster meaningful professional and interpersonal relationships with School of Music faculty, staff, leadership, and the broader university community to enhance collaboration in recruitment, student engagement, and enrollment efforts
• With heavy support of three work-study students, coordinate the School of Music’s Hi-Note Visits; manage scheduling and ensure clear, timely communication with families, faculty, and staff regarding itineraries and any updates or changes
• Provide limited support for 13 faculty-led recruitment events, including Piano Day, String Academy, Guitar Extravaganza, Choral Festival, Trombone Day, Double Reed Day, Brass Clinic, Tenor/Bass Festival, Vocal Camp, Clarinet Clinic, Double Reed Workshop, Flute Workshop, Saxophone Workshop, and Brass and Percussion Camp
• Lead group information sessions, conduct one-on-one meetings, and provide campus tours with parents and prospective students to provide valuable information and guide them through the application process
• Organize and oversee all aspects of the School of Music’s participation in the annual FMEA conference, including marketing, booth setup, faculty scheduling, space reservations, and ad submissions
• Must become knowledgeable about all aspects of Stetson University including academic programs, campus events and activities, orientation, athletics, housing, financial aid, billing, college policy, and important dates
• Performs other site and position specific functions as assigned by supervisor