Summary/Objective

The Registrar is primarily responsible for oversight of registration, and management of student records related to School programming. This position includes working on accounts receivable, assisting with projections, and facilitating communication with the parent community. This position also creates, manages, and maintains the registration database and information tracking related to School programs. The Registrar works closely with School staff at all program locations.

Essential Functions:

• Oversee the School’s registration and enrollment database, including program creation, event management, troubleshooting, and exploring new registration platforms
• Manage and maintain student records
• Manage the registration and payment process for School programs, including auditions, workshops, summer intensives, and camps
• Maintain student attendance, preparing attendance sheets for faculty and documenting in the registration database
• Administer school scholarship awards and act as the primary contact for all tuition assistance families, managing payment plans, scholarships, and financial aid
• Serve as first point of contact for SPB families and guests, collaborating with School administration to manage shared inboxes
• Post and process tuition, following up on billing changes and outstanding balances
• Track student enrollment, scholarship, and revenue, preparing reports for the School’s Administrative Director
• Compile and distribute daily and long-term financial reports for the School and problem solve if any errors arise
• Develop and maintain standard operating procedures for the School’s registration software
• In collaboration with School administration, manage distribution of student release badges, uniforms, and other materials
• Provide administrative support to the School staff, including answering phones, responding to emails, and assisting with general inquiries

Supervisory Responsibility: None

Expected Hours of Work:  Regular business hours are Monday-Friday, 9:00am to 5:00pm. SPB hours vary. Registrar hours of work are primarily Tuesday through Friday 12:30 PM to 8:30 PM and Saturday 8:00 AM to 3:30 PM. Schedule may fluctuate as job duties demand.Travel: Travel is primarily locally during the business day, although some out of the area travel may be expected. May need to travel to the School’s satellite program locations.

Required Education and Experience: Competencies:

• Bachelor's degree in arts administration, Business, or equivalent relevant work experience

• Minimum 5 years in a professional office and/or school environment.
• Basic knowledge and experience in general ledger and accounting
• Experience working in non-profit performing arts organizations

• Experience with Microsoft Office suite, and database management software systems

Required Skills and Competencies:

• Excellent written and verbal communication skills
• Punctual, reliable with strong time management skills
• Excellent organizational skills and attention to detail
• Strong interpersonal skills
• Ability to take initiative, lead projects, and contribute to a dynamic team
• Establish and maintain effective and productive working relationships within a diverse and multicultural environment
• Ability to manage multiple priorities in a dynamic environment
• Flexibility to adapt to changing priorities, procedures, and technologies in response to organizational needs
• Take appropriate steps to follow, promote and enforce safe work practices within each area of responsibility in accordance with policies and protocols.

Work Authorization/Security Clearance: Must provide satisfactory background checks and child abuse clearances as may be required for role.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Organizational Diversity: The Philadelphia Ballet is an Equal Opportunity Employer. We are deeply committed to cultivating and sustaining an organization that is equitable, fair, and inclusive in artistic expression and organizational behavior, policy, and practice. We embrace diversity both on and off stage and strive to be an organization where all communities feel a sense of belonging. We hold each other and ourselves accountable to these intentions every day. 

Philadelphia Ballet provides a comprehensive benefits package to eligible employees including medical, dental and vision insurance, Life/AD&D insurance, Short-term and Long-term insurance, 401(k) retirement savings plan, paid time off and more.