Admissions Manager

About SoM: Founded in 2002 by Sarah McLachlan, SoM is a registered charity that provides free, high-quality music education and mentorship to over 1,100 children and youth annually across Vancouver, New Westminster, and Edmonton. Our goal? To build inclusive, barrier-free communities where young people can find their voice through music.

Learn more about us:

About the Role: We are looking for an Admissions Managerin Vancouver, BC to Join the Team Behind One of Vancouver's Most Inspiring Non Profit Music Schools

The Admissions Manager is a central and strategic role at the Sarah McLachlan School of Music (SoM), responsible for the full cycle of student enrolment across all sites (Vancouver, New Westminster, and Edmonton). This includes leading the admissions strategy, managing registration and onboarding, ensuring positive communication with students and families, and maintaining data accuracy.

Working cross-functionally with Program Managers, Operations, and Teaching Artists, this role also supports coverage coordination, family engagement, and key programming events such as year-end concerts. The Admissions Manager ensures a smooth, accessible, and equitable experience for every student, while optimizing admissions workflows to support program growth and community impact.

This is a full-time, hybrid role for 35 hours a week. The successful candidate must be able to be physically present at our Vancouver location a minimum of 3 days per week. Occasional evening and weekend work required.

Key Responsibilities:Admissions & Enrolment

• Oversee and manage the full admissions cycle for all three SoM locations, ensuring transparency, consistency, and alignment with program capacity.
• Lead intake, screening, and onboarding of students for all SoM programs. Coordinate and support outreach for all locations as required by Site Lead (s) and Director of Programming.
• Serve as the primary point of contact for prospective families, guiding them through the process and answering questions with clarity and empathy.
• Maintain accurate and up-to-date records in Jackrabbit or other CRM/student management systems.
• Ensure equitable access by reviewing applications through an inclusion and access lens.
• Coordinate student registration windows in collaboration with Program and Operations teams.
• Work closely with Program Managers and Admin staff to ensure timely communication with prospective families and accurate data entry in Jackrabbit.
• Support and monitor student placement, orientation, re-enrolment, and transitions between program stages.

Family & Student Communication

• Regularly communicate with families to share enrolment updates, gather feedback, and support engagement pertaining to the admissions and registration cycles.
• Provide registration and admissions updates for the newsletter to the front desk as required.
• Host or support virtual/in-person information sessions for incoming families.
• Build trust and rapport with parents/guardians to ensure strong family-school partnerships.
• Coordinating accommodation and/or support plans for students with disabilities (researching requirements, discussing with Site Lead(s) and/or Director of Programming etc.) for SoM sites as required.
• Support the annual student feedback survey and family testimonials as required for each location.

Events & Community Engagement

• Support school-wide events and concerts in collaboration with Program Managers and instructional staff as well as the Director of Development.
• Build and sustain strong relationships with local and regional education partners; maintaining a list of community and referral partners for SoM engagement (for event invites, development reporting).

Instructional Support Coordination / Sub & Absence Coordination

• Work closely with Operations and Program Managers to ensure classroom continuity.Coordinate same-day and short-notice coverage for Teaching Artists who call in sick or are unavailable.
• Maintain a clear list of approved auxiliary instructors and availability.
• Train and support site-based staff in the admissions process and Jackrabbit system.
• Liaise with Program Managers, Operations staff, and the Front Desk team to ensure cohesive student experience.
• Uphold SoM's values of inclusion, access, and student-centered learning in every interaction.
• This role has the option to serve as a Teaching Artist in 1 program in 1 location.

Reporting

• Track and analyze admission trends, enrolment capacity, and student movement. Generate reports for senior leadership and provide insight into patterns or challenges.Ensure all student data complies with privacy and child welfare regulations (e.g., MCFD compliance in BC).
• Support the Director of Finance to ensure accurate and regular reports for Programming are provided to the Executive Director on budget performance, financial forecasting, and variances.
• Maintain current reports on total student numbers, total hours of programming, student:teacher ratios, and tracking trends for each reporting period/site.
• Support Site Lead(s) and Director of Programming with any other Jackrabbit/data reports as needed.

Alumni

• Maintain and update the SoM student alumni list.
• Support alumni reporting in Jackrabbit.
• In conjunction with Development Development, support the bi-annual alumni newsletter.
• Create opportunities for ongoing student alumni engagement as needed.

What you bring to the table:

• Qualifications
• 3-5 years of experience in admissions, program coordination, or family engagement (nonprofit or education sector preferred).
• Demonstrated ability to manage high volumes of data and communication with care and accuracy.
• Strong interpersonal and cross-cultural communication skills.
• Proficiency in student information systems (Jackrabbit preferred) and Google Suite.
• Event or program logistics experience is an asset.
• Passion for music, youth development, and the mission of SoM.

Interested?

If you're excited by what you have read, we would love to hear from you We've included the "wish list" of our ideal candidate above, but we realize that everyone comes to the table with a different background and skill set. If you are excited about the prospect of working for us, and can demonstrate that you can do most of what we're looking for, we would welcome an application from you.

Sarah McLachlan School of Music (SoM) is an equal opportunity employer, committed to an inclusive and safe work environment for people of all backgrounds.

While we thank all applicants, only those selected for an interview will be contacted. Posting closes at the end of day on October 30, 2025.

All applications must be submitted through and should include the following:

• A resume outlining your most relevant experience
• A cover letter, telling us a little more about you and why you are interested in joining the SoM team
• Anything else that you think demonstrates why you would be a great addition to our team

Why Join Us?

SoM is an inclusive, dynamic, and rapidly growing organization dedicated to providing accessible music education to youth. By joining our team, you will have the opportunity to make a meaningful impact on the future of music education and youth wellness while working in a collaborative, innovative environment.

You'll love it here because...

• Your role will be creative, varied and challenging. You'll be encouraged to set your own goals, and achieve them in the way that you best see fit
• You'll be a part of creating a culture which is truly diverse and inclusive, where everyone can be themselves, and be empowered to thrive in the work that they do.
• You'll be working in an environment where your contributions will be valued and recognised. We will support you to grow your career with us, we'll have regular, ongoing conversations with you about your performance and development needs.
• We'll support you to find a working arrangement that is right for you, and that enables you to find a balance between personal and work commitments.
• Your work will be making a real difference; helping us in our mission to strengthen the well-being of children, youth and adults 55+ by providing barrier free access to the transformative power of musical learning, expression and community.

Job Types: Full-time, Permanent

Pay: $60,000.00-$75,000.00 per year

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Work from home

Work Location: Hybrid remote in Vancouver, BC V5T 1M6