Registrar

Deadline July 09, 2021

The Portland Ballet

Title: Registrar
Reports To: Artistic Director/Director of Development & Operations

Hourly to start: $18/hour with potential move to full-time salaried position. Training will consist of 4-6 weeks of shadowing current Registrar and job-sharing through the 90-day review period at approximately 35 hours per week. Following a 90-day review, potential to move to fulltime salaried position with benefits including employer paid health insurance.

The Registrar is the first point of contact in the enrollment process for students and parents at The Portland Ballet and assists with day-to-day studio affairs. A successful candidate will work independently and as part of a team to ensure the programs operate as effectively and efficiently as possible. The Registrar is one of the main points of contact between staff, faculty, students & parents and must have professional and clear communications skills. This role requires someone who is customer oriented and has the initiative to problem solve and find answers to common questions.

When live performance resumes: The Registrar is also responsible for overseeing students while at the theatre and coordinating volunteer help when needed. Performance dates are required and are non-negotiable.

Duties & Responsibilities: Many of these duties will be shared between new Registrar & Registrar until the position turns fulltime
• Enroll students across all TPB programs, including coordinating placement classes when applicable
• Manage enrollment database by scheduling classes, checking and updating rosters, creating attendance reports, and monitoring tuition payments
• Maintain excellent dancer attendance records (absences, tardies, observations, and make-ups) and current rosters
• Moderate Zoom classes and, if needed, provide technical support, when classes are held virtually due to COVID-19
• Manage roster and level changes by updating system and ensuring that tuition is current
• Monitor and track dress code violations and lobby behavior
• Maintain and update academy mailing lists and email contacts
• Enforce protocols outlined in the Student/Parent Handbook
• Create and edit enrollment related forms, such as audition forms or registration packets
• Accounting and banking duties, including making weekly cash and check deposits and creating a summary of instructor hours for payroll purposes
• Lead meetings with the Artistic Director on occasion, such as dancer orientations and faculty meetings
• Coordinate dancer placement, such as creating, distributing, and organizing placement checklists
• Coordinating dancer evaluations such as creating, distributing, and organizing dancer goals, scheduling evaluation conferences, and sending evaluation conference notes to families
• Maintain professional and productive lobby environment
• Manage studio schedule including daily class schedules & rentals
• Assist the Artistic Director in creating faculty schedules and coordinate substitute instructors as needed
• Attend weekly meetings with the Artistic Director and Assistant Director regarding attendance and TPB dancer affairs
• Coordinate Front Desk Staff schedule and tasks
• Other duties as assigned including daily cleaning which is of paramount importance keeping all staff, students, and our community members in a clean, healthy, and safe environment
• When live performance resumes: work backstage during performance weeks including taking attendance, coordinating volunteers, and assisting with set up and strike

Education & Experience:
• Previous experience as a school registrar or similar role
• Basic accounting skills
• Expertise with Microsoft Office platform on Mac, specifically proficiency in Excel is required
• Experience with multi-line phone systems and phone etiquette
• Comfortable and confident learning new database system
• Performance art background, ideally ballet, is preferred

Requirements:
• Strong written and oral communication skills
• Exceptional work ethic, attention to detail, and organizational skills
• Excellent stress and time management skills
• Able to work independently and as a part of a team
• Driven to go above and beyond
• Able to climb ladders and lift up to 50 lbs

To apply for this position please send a cover letter, resume, and three references to jobs@theportlandballet.org. No phone calls please.

Applications due: applications will be accepted until a qualified pool of applicants is identified.

More Info
https://theportlandballet.org/employment/

Location
6250 SW Capitol Hwy. Portland, OR 97239

Contact Email
jobs@theportlandballet.org