Ballet Chicago

Receptionist Position

Overview:

Reporting to the School Administrator & Operation Manager, the Receptionist provides vital administrative support to the full-year and summer course programs.

The Receptionist is a part-time employee at Ballet Chicago and as such is expected to act appropriately and professionally at all times, but in particular when working with parents, students and fellow employees.

Summary of Duties:

• Upkeep of Roll Books and Rehearsal Books,
• Check student chaperone cards as they enter and exit the facility.
• Answer main phone line;assisting with parent school related phone calls when appropriate.
• Learn student names and faces and keep track of their whereabouts.
• Be attentive of those entering and exiting the facility.
• Assist auditioning students and parents.
• Contact missing or tardy students and/or staff when needed.
• Assist with studio rentals and auditions when necessary.
• Maintaining registration files both digitally and in paper form on all students which includes but is not limited to:
• Collecting registration materials, processing payment and creating receipts.
• Entering student, parent, and emergency contact information in contact log.
• Entering student information in student log.
• Registering student and linking student and parent accounts.
• Providing username and passwords to parents and professional division dancers.
• Updating pre-existing folders and information.
• Alphabetizing and securing student folders and materials.
• Keeping track of student accounts that are missing important paperwork, adding notes in database when forms are missing and contacting parents accordingly to retrieve paperwork in a timely fashion. Making sure that all data and paperwork is complete and accurately entered into the database.
• Ensuring that student records, payment information, and personal information is kept secured and confidential (Ballet Chicago Directors, Administrative & Financial Staff should be the only parties privy to information).
• Collection of student tuition and fees. Securing cash, checks and payments and submitting to finance manager in a timely fashion. Interface with finance department as needed.

Assist with School Administration including:

• Assisting w/sales of DVDS, apparel, flowers, merchandise, etc.,
• Supporting school administrators during Nutcracker, Spring Rep, Spring Showcase Performances, and all Summer Courses,
• Picking up supplies, go to post office, and assist with tidying up studio and restocking facility when needed,
• Helping edit and proofread administration materials,
• Assisting during fire drills, fires and other emergencies,
• Helping school administrators backstage during performances, covering donation tables, or cover front desk/admin duties at Ballet Chicago if School Administrators are assigned to theatre, etc.,
• Assist administrators in relaying information to parents and student body when needed which includes posting notices, sending emails, and making phone calls. Written e-blasts, large group emails, or emails to parents that are board members will need to be carefully vetted by School Administrators.
• Backup front reception desk coverage.
• Attend meetings that are assigned to reception.

Qualifications

• Excellent customer service, verbal, written, and interpersonal skills
• Manage time well
• Detail oriented and able to handle multiple tasks, deadlines, and make effective decisions

Other duties as assigned

Job Type: Part-time

Pay: $16.50 per hour

Benefits:

• Flexible schedule

Schedule:

• 10 hour shift
• 4 hour shift
• 8 hour shift
• Weekends as needed

Application Question(s):

• Are you willing to work weekends?

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Chicago, IL 60602 (Required)

Ability to Relocate:

• Chicago, IL 60602: Relocate before starting work (Required)

Work Location: In person