Student Relationship Officer

Ikigai Schools, A School for Music, Dance & Theatre

Position: Student Relationship Associate

Day-to-Day Job Description

The Student Relationship Manager is responsible for managing the complete student experience at the Centre, from enquiry and admission to class coordination, fee management, student progress, engagement and retention.

1. Student Counselling & Acquisition

• Attend and respond to new student and parent enquiries.
• Understand the student's interests, age, learning goals and preferred discipline.
• Counsel students/parents on suitable courses, teachers, batches and learning pathways.
• Schedule trial/demo classes wherever applicable.
• Follow up with prospective students until admission or closure of the enquiry.
• Complete the admission and onboarding process for new students.
• Maintain accurate records of enquiries, conversions and admissions.

2. Invoicing & Payment Tracking

• Generate and share student invoices as per the applicable fee structure.
• Maintain accurate records of fees paid, outstanding payments and upcoming dues.
• Follow up with students/parents for pending or overdue payments.
• Issue payment confirmations/receipts as per the School's process.
• Escalate prolonged payment delays or discrepancies to the Centre Head/Management.

3. Calls, Messages, Emails & Follow-ups

• Conduct regular tele-calling and follow-ups on new leads and enquiries.
• Send WhatsApp/messages, emails and calls regarding:
• Trial and scheduled classes
• Class reminders
• Fee reminders
• Batch changes
• Events and activities
• School announcements
• Maintain professional and timely communication with students and parents.
• Ensure every enquiry and important student interaction is properly followed up.

4. Student Class & Batch Management

• Maintain and track student enrolment across different courses and batches.
• Monitor scheduled classes, completed classes, cancellations and rescheduled classes.
• Coordinate between students, parents and teachers for class scheduling.
• Track student attendance and identify irregular attendance.
• Follow up with students/parents in cases of frequent absence or discontinued classes.
• Ensure students are assigned to the correct teacher, level and batch.

5. Student Events & Activities

• Coordinate student performances, workshops, assessments, showcases and School events.
• Communicate event schedules and participation requirements to students, parents and teachers.
• Maintain participant lists, confirmations and attendance.
• Coordinate rehearsals and other student-related event requirements.
• Encourage student participation in School activities and performances.

6. Teacher Attendance Management

• Track daily teacher attendance and scheduled teaching hours.
• Monitor teacher availability, absence and leave.
• Coordinate substitute/rescheduled classes wherever required.
• Ensure students and parents are informed promptly about teacher-related schedule changes.
• Maintain updated teacher attendance and class-delivery records.

7. Student Progress, Feedback & Retention

• Regularly track student learning progress in coordination with teachers.
• Conduct periodic feedback discussions with students and teachers.
• For minor students, involve parents/guardians in progress and feedback discussions.
• Understand concerns relating to teaching, learning, attendance, scheduling or student experience.
• Coordinate corrective action with the concerned teacher or Centre Head.
• Identify students at risk of discontinuing and proactively work towards improving engagement and retention.
• Record important feedback, concerns and agreed action points.

Daily Operating Focus

The Student Relationship Manager should ensure that, on any working day:

• Every new enquiry is responded to.
• Every scheduled class is tracked.
• Every pending payment is followed up.
• Every student concern is addressed.
• Every teacher's attendance is accounted for.
• Every student receives a professional and engaging Ikigai Schools experience.

About Ikigai Schools

Ikigai Schools is a contemporary School for Performing Arts focused on structured learning, skill development and performance-based education in Music, Dance and Theatre.

Our programs bring together Indian and Western performing arts under one integrated learning environment, supported by trained faculty, structured curriculum, regular assessments, student performances and recognised examination pathways.

Ikigai Schools aims to move Performing Arts education beyond casual hobby learning by creating a professional, engaging and progressive learning experience for students across age groups.

With a strong focus on quality teaching, student progress, performance opportunities and long-term skill development, Ikigai Schools is building a modern learning ecosystem where students can discover, develop and grow as artists.