Scheduling & Billing Coordinator

Job description

Time Required: Full-time salary. 40 hours per week.
Days Required: Monday-Friday (in-office)
Location: ROOTS Academy (320 Southgate Court, Brentwood, TN 37027)
Reports to: Music Program Operations Manager

Who are we?
ROOTS Academy is a place that exists to inspire and nurture the creative spirit through music and dance instruction, giving all our students the ability to reach their fullest potential. We believe passionately in the power of the arts to impact lives and inspire creativity for the benefit of our community and the world.

What does that mean? We love people. We love our students. And we LOVE the arts.

The ROOTS experience makes us who we are. It differentiates us from other music studios, and it is crucial to our business. That experience depends upon the first voice someone hears on the phone, the smiling face they see when they step foot in the studio, the prompt email response, and the warm personality behind it. That experience depends upon YOU.

Job Purpose: A relentless desire to serve students, parents, visitors and the ROOTS team through prompt and thorough communication, a high attention to detail, a warm and welcoming personality, and a passion for organization, teamwork, and exceptional customer service. The purpose of this position is to ensure an easy, rewarding and fun experience that is unique to ROOTS.

The ideal candidate for this position resonates deeply with the following…
- You can’t stop won’t stop with checklists... And you literally don’t stop until it’s complete.
- Meeting new people makes you feel warm and fuzzy inside.
- You enjoy talking on the phone.
- You notice when things are missing or out of place.
- You remember details that people tell you and are able to recall them in conversation.
- You re-read your text messages before sending to ensure there are no typos.
- You are looking for a place to belong and a job to invest in and not something to fill your time until your 90’s cover band lands a record deal and embarks on a European tour.

Core Responsibilities
● Customer Service & Family/Student Account Management:

• Answers phones and emails appropriately and maintains a thorough knowledge of

ROOTS programs, personnel, policies and procedures, events, and schedules.

• Thoroughly documents all scheduling, billing and procedural changes and updates in appropriate platforms.

● Scheduling & Billing Management:

• Coordinates all lesson scheduling for new and existing music students.
• Oversees lesson attendance each day. Ensures all lessons run on time and that every student is served in a timely manner.
• Assists the Program Manager with accounts receivable billing.

● Event Coordination Support:

• Works alongside Music Administrative Team in all events including, but not limited to, staff meetings, trainings, bi-annual showcases and other music performances.

A few other things that are important to us...
● You are a clear communicator. You speak confidently, you write well, and you are able to explain almost anything to anyone -- in person or in writing.
● You think on your feet. Learning new things doesn’t intimidate you, and when things don’t go according to plan, you’re able to roll with the punches.
● You are tech savvy. Using new technologies and navigating softwares doesn’t intimidate you.
● You understand the importance of teamwork and a positive attitude. You’re always willing to do what needs to be done and no task is too small.
● You show up. You are motivated and driven and take ownership of your role and the time you spend at work.