PROFESSIONAL DIVISION REGISTRAR

Posted December 14, 2018

THE ROYAL WINNIPEG BALLET IS SEEKING A PROFESSIONAL DIVISION REGISTRAR TO JOIN OUR TEAM

SUMMARY STATEMENT

The Professional Division Registrar is responsible for student registration, student accounts, student records, and administrative coordination of all Professional Division programming. This position participates as a member of the School Office team to provide a positive customer service experience to all RWB patrons, and further provides administrative support to the School Artistic Faculty. The Professional Division Registrar collaborates with School Administration stakeholders and various RWB service departments to ensure the strategic and business plan objectives of the School are met and that all program communications align with RWB brand standards.

DUTIES AND RESPONSIBILITIES

ADMINISTRATION

  • Provide administrative support for the annual Audition Tour in Winnipeg and on tour as required
  • Plan and implement annual enrollment activities and coordinate student intake, attend Placement Days and other program activation events; ensure appropriate assessment for continual improvement
  • Maintain accurate and complete student records in digital and hard copy and ensure adherence to privacy legislation
  • Compile various lists for School Artistic Faculty
  • Coordinate written materials such as registration forms, handbooks, and memos
  • Coordinate the administration of student assessments, including preparing report cards and exam results as per feedback from School Artistic Faculty
  • Work with various stakeholders to create program and event timelines and work back schedules, with deadlines, and ensure adherence
  • Support students in the acquisition of study permits and other applicable immigration documentation/status
  • Coordinate invitations for special events and collect RSVPs
  • Actively participate in all applicable meetings

COMMUNICATION

  • Coordinate administrative systems and processes to ensure consistent and accurate flow of information
  • Act as the primary communication liaison between the School Office, students and parents
  • Prepare and send letters on behalf of the School regarding student enrollment and student status
  • Communicate pertinent information such as form submission and payment deadlines via email and phone
  • Provide information and timely support to current and prospective students and parents
  • Ensure regular communication with academic school partners on subjects such as registration forms, report cards, and academic marks
  • Forward concerns raised by students and parents to the School Director, the Professional Division Principal and Program Support Manager, the School Office Manager, and the School Office team at large as appropriate and in a timely fashion
  • Monitor the General School Email throughout the day and follow up as appropriate
  • Provide excellent customer service and establish positive, professional relationships with students, parents, and other stakeholders
  • Ensure all communications, strategies and actions support, protect and nurture the RWB brand

FINANCIAL AND DATA COORDINATION

  • In conjunction with registration activities, create student accounts and ensure all pertinent information is captured
  • Process database transactions such as payments for audition fees, master class fees, tuition, residence fees, academic fees, activity fees, shoes, and physiotherapy; track payment plans, and follow up with non-payment and NSF concerns
  • Process financial assistance, scholarships, and other student support funding in the database
  • Coordinate academic fee transfers; issue invoices and process payments in the database as required
  • Support the School Office Manager with database configuration, and back-end building of new programs and prices
  • Run database reports, analyze data and share results with key stakeholders
  • Provide support to the Accounting Department in reconciliation of student accounts and issuance of tax receipts

OTHER DUTIES

  • Provide front of house and backstage support at performances and events as required
  • Other duties as assigned

WORKING CONDITIONS

This position works with standard office equipment and sits for long periods of time performing keyboarding activities. Success of this position requires ongoing communication with internal and external stakeholders, flexibility with shifting priorities, and timely decision-making. This position primarily works daytime hours Monday through Friday and may occasionally work evenings and weekends. Some travel required.

EDUCATION AND QUALIFICATIONS

  • Post-secondary degree or diploma from a recognized institution; an equivalent combination of education and related experience may be considered
  • Demonstrated knowledge of Excel and Word, and Adobe PDF
  • Experience and/or interest in the arts and cultural sector an asset
  • Working knowledge of Tessitura or a similar relationship management database system an asset
  • Ability to speak and write French and/or other languages an asset
  • Clear Criminal Record Check certificate
  • Clear Child Abuse Registry Check certificate/li>

SKILLS AND SPECIFICATIONS

  • Effective written and verbal communication skills
  • Strong attention to detail
  • Good problem-solving skills
  • Ability to maintain confidentiality and demonstrate the highest level of professional conduct and discretion
  • Self-motivated with the ability to take initiative and work independently
  • Good team member, productively engaging with others at varying levels of seniority within and outside of the RWB
  • Solid time management, multi-tasking, and decision-making skills

HOW TO APPLY

Qualified candidates are asked to submit a cover letter and resume to Kara Neilson at kneilson@rwb.org by end of business day Monday January 7, 2019. We thank all applicants for their interest; however only those selected for an interview will be contacted.