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Ballet School Operations Supervisor

2 months ago

Seattle, Washington, United States Pacific Northwest Ballet Full time

Pacific Northwest Ballet is committed to fostering equity, diversity, and inclusion as fundamental organizational values. We aim to reflect and embrace our community, providing a welcoming environment where artists, audiences, students, staff, and volunteers from all backgrounds can learn, collaborate, and engage for the collective benefit.

POSITION SUMMARY:

The role involves supervising school personnel and managing daily operations at the Phelps Center, as well as coordinating events and performances.

Staff Management Responsibilities:

  • Acquire and maintain comprehensive knowledge of front office responsibilities for both Seattle and Bellevue School locations.
  • Oversee the School Administrative Assistants, Assistant Registrar, FRC Coordinator, Front Desk Receptionist, and Conditioning Coordinator.
  • Develop staff schedules, including administrative hours for the Conditioning Department and the main lobby front desk, while managing time-off requests.
  • Review and approve biweekly time sheets for School staff and faculty.
  • Assist in the recruitment and hiring process for School administrative staff.
  • Be available for on-call support during evenings and weekends for staff-related issues.
  • Maintain and update School databases in collaboration with School Registrars.
  • Perform additional tasks and responsibilities as assigned.

Communication with Students and Parents:

  • Oversee all communications with parents and students, ensuring alignment with the Managing Director's approvals.
  • Collaborate with the Managing Director to address student and parent concerns in accordance with PNB School policies.
  • Manage school communication systems to send reminders, updates on school breaks, and schedule changes.
  • Coordinate Watch Days and communicate relevant information to Faculty for discussions with parents.
  • Organize student conferences with the School Principal and attend as necessary.
  • Monitor student accident insurance forms and claims in conjunction with the Managing Director.
  • Address Open Class student issues and ensure compliance with established policies.
  • Act as a liaison between the School and the Parents' Guardian Association, overseeing merchandise.

Event Coordination and Student Performances:

  • Plan and organize Petite Finales and School Performances in collaboration with PNB School Principals.
  • Develop performance and rehearsal schedules for Petite Finale in partnership with the Children's Division Coordinator, ensuring effective communication with Faculty regarding props, assistants, and costumes.

Financial Oversight:

  • Supervise tuition payments and billing processes managed by the Registrar.
  • Assist with tuition and Open Class payment processing as needed.
  • Monitor petty cash and implement cash control measures.

Registration Management:

  • Collaborate with the Managing Director and Assistant to create registration materials, including promotional letters, schedules, dress codes, and handbooks for communication with parents and students.
  • Oversee current enrollment lists, attendance records, and all student files for both school locations.
  • Manage the registration process effectively.
  • Assist in organizing School year and Summer auditions, including the preparation of necessary materials.
  • Track all materials related to the school, including website updates.
  • Supervise the Registrar's activities.
  • Work with the Marketing Team to promote the school effectively.

QUALIFICATIONS:

Education and Experience:

  • 2-4 years of experience in school administration, operations, or office management.
  • Experience in managing and scheduling a team of 9 or more employees.
  • Able to prioritize and manage multiple projects simultaneously in a fast-paced environment.
  • Willingness to travel between school locations.
  • Proficient in MS Office applications.
  • Demonstrated ability to perform duties promptly and with a positive attitude.
  • Capable of interacting successfully with a diverse range of personalities.
  • Strong organizational skills.
  • Able to work independently as well as collaboratively within a team.
  • Ability to maintain professionalism under pressure while retaining a sense of humor.
  • Basic knowledge of accounting principles is preferred.
  • Familiarity with ballet is a significant advantage.

Language Skills: Effective verbal and written communication skills are essential.

Other Requirements: Flexibility to work a varied schedule, including weekends and some evenings.

Compensation: The salary range for this position is $57,000 - $62,000 per year; this is a salaried, non-exempt role.

Benefits: This is a full-time position eligible for benefits. For more information, please refer to our website.

Physical Demands: The physical demands outlined here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, and communicate verbally. The employee frequently needs to reach with hands and arms, walk, and stand for extended periods. The employee may occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: The characteristics of the work environment described here are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is typically moderate.