SCHOOL SCHEDULE COORDINATOR

Posted February 11, 2019

THE ROYAL WINNIPEG BALLET IS SEEKING A SCHOOL SCHEDULE COORDINATOR TO JOIN OUR TEAM

SUMMARY STATEMENT

The School Schedule Coordinator is responsible for the scheduling of all RWB School activities and provides logistical and administrative support to the School Artistic Faculty. This position acts as a member of the School Office team to provide a positive customer service experience to all RWB patrons. Working collaboratively with stakeholders in School Administration and the various RWB service departments, the School Schedule Coordinator works 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

  • Create calendars and schedules for all School activities and conduct appropriate after-action review for continual improvement
  • Create calendars and schedules for activities of the various service departments that require the participation of students, parents, staff, and other internal and external School stakeholders
  • Coordinate the use of studios designated for School purposes, meeting spaces and other areas of the RWB
  • Liaise with the Facilities Department to arrange for caretaking services, tables, and chairs, as per schedules and calendars
  • Flag activities requiring support from the Facilities or Production Department that are to be managed by the School Project Coordinator
  • Resolve scheduling concerns in a timely manner
  • Coordinate all written and digital materials pertaining to school calendars and schedules
  • Coordinate School calendars in Basecamp, ensure school staff are trained in the use of the platform and have required permissions
  • Act as primary contact for external rentals of RWB facilities and services; coordinate and/or delegate coordination as appropriate
  • Provide support in the creation of Front of House memos and events scenarios
  • Provide logistical and administrative support to the School Artistic Faculty as necessary
  • Work with the Company Stage Manager to schedule students for Company rehearsals and performances
  • Participate as a member of the Building Hours Committee
  • Actively participate in all applicable meetings

COMMUNICATION

  • Coordinate administrative systems and processes ensuring consistent and accurate flow of information
  • Act as the primary communication liaison between staff, students, parents and other internal and external stakeholders on all scheduling matters
  • Forward concerns raised by students and parents to the School Director, the Principal, the School Office Manager, and the School Office team at large as appropriate and in a timely manner
  • Provide excellent customer service by phone, email and in person and establish positive, professional relationships with students, parents, and internal and external stakeholders
  • Review the General School Email throughout the day, and follow up as appropriate
  • Ensure that all communications, strategies and actions support, protect and nurture the brand of the RWB

FINANCIAL AND DATA COORDINATION

  • Process transaction fees in the database
  • Utilize the database for scheduling purposes as relevant applications are developed and implemented; support other staff in utilizing the database as appropriate
  • Run database reports and analyze data pertaining to School schedules as appropriate and share findings with key stakeholders
  • Submit Purchase Orders and ensure timely payment of all Guest Artists and School vendors

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 Monday - Friday during the day, and occasionally works 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 Microsoft Excel, Microsoft Word, and Adobe PDF
  • 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
  • Experience and/or interest in the arts and cultural sector an asset
  • Clear Criminal Record and Child Abuse Registry checks

SKILLS AND SPECIFICATIONS

  • Good written and verbal communication skills
  • Excellent attention to detail
  • Excellent problem-solving skills
  • Ability to maintain confidentiality and demonstrate the highest level of professional conduct and discretion
  • Strong initiative, self-motivation, and the ability to work independently
  • Good team member, productively engaging with others at varying levels of seniority internally and externally
  • Good 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 February 18, 2019. We thank all applicants for their interest; however only those selected for an interview will be contacted.

Please note as part of the Royal Winnipeg Ballet hiring process, successful candidates will be required to submit a Criminal Background check and Child Abuse Registry check.