School Enrollment and Communications Manager

Summary/Objective

The School Enrollment and Communications Manager is a highly visible, relationship-driven role responsible for managing the daily operations of the School office while delivering an exceptional experience for students and families. As the primary point of contact for the School community, the School Enrollment and Communications Manager fosters a welcoming, responsive, and professional environment while overseeing student registration and enrollment, tuition processing, and scholarship administration across all programs.

Reporting to the Administrative Director, this role serves as both a systems owner and a front-facing ambassador of the School, balancing operational excellence with thoughtful, clear, and effective communication. The ideal candidate is highly organized, detail-oriented, and an exceptional writer, with strong judgment and the ability to navigate complex situations, address concerns, and elevate issues as needed. This position plays a key role in supporting enrollment growth, retention, and the School’s long-term sustainability in a dynamic, people-centered environment.

Essential Functions:

• Lead the daily operations of the School office, overseeing student and family communications and ensuring consistent implementation of School policies and procedures
• Provide onsite coverage during peak hours and school events, supporting student supervision, family engagement, and the smooth flow of daily operations
• Manage the School’s main inbox and phone, delivering timely, accurate, and professional communication
• Oversee enrollment systems and databases (JackRabbit, PunchPass, and AirTable), including class and event setup, registration, and student information
• Manage tuition billing cycles, including posting charges, processing payments, and handling family communications with discretion and care
• Track student attendance, elevating concerns to artistic staff
• Administer financial aid and scholarship programs, serving as the primary point of contact for tuition assistance families
• Track enrollment, revenue, and scholarship data; prepare regular reports for the Administrative Director
• Build and sustain strong relationships with students and families, fostering a welcoming and supportive community
• Proactively research, evaluate, and implement systems and tools to improve operational efficiency and support school growth
• Collaborate closely with artistic and administrative teams to ensure alignment, streamline operations, and support a cohesive school experience

 Supervisory Responsibility: None

Expected Hours of Work:   Hours of work are primarily Tuesday through Friday 12:30 PM to 8:00 PM and Saturday 8:30 AM to 3:30 PM. Schedule may fluctuate as job duties demand.

Travel: Travel is primarily local during the business day, although some out of the area travel may be expected.  This position may travel to support School audition tours.

Required Education and Experience: 

• Bachelor's degree in arts administration, business, or equivalent relevant work experience
• Minimum of 5 years of experience in a professional office, school, or dance studio environment
• Working knowledge of billing processes and basic accounting principles
  
• Experience with Microsoft Office suite and database or enrollment management systems
  
• Experience in nonprofit or performing arts organizations strongly preferred
  
• Understanding of dance and/or ballet preferred 

Required Skills and Competencies: 

• Excellent written and verbal communication skills, with the ability to craft clear, polished, and professional messaging
  
• Strong interpersonal skills, with the ability to engage effectively with both children and adults in a warm, professional manner 
• Proactive and solutions-oriented; willing to step in, problem-solve, and support students and families as needs arise
  
• Customer-service mindset with sound judgment; able to navigate sensitive situations with tact, discretion, and professionalism
  

• Strategic thinking skills and an understanding of enrollment growth preferred
  
• Highly organized with strong attention to detail and time management skills 
  
• Reliable, punctual, and able to maintain consistency in a fast-paced environment  
• Adaptable and flexible in response to changing priorities, procedures, and technologies
  
• Collaborative team player who can also take initiative and work independently
  
  • Ability to build and maintain effective working relationships within a diverse and multicultural environment  
  • Commitment to maintaining a safe, respectful, and professional environment in accordance with organizational policies 

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.

Equal Opportunity Statement: Philadelphia Ballet is committed to the principles of equality in employment. The Ballet complies with all applicable federal, state and local laws and Federal Executive Orders, and provides an equal opportunity in employment for all qualified persons. We prohibit discrimination in employment based on characteristics protected by applicable law, including race, ethnicity, creed, color, national origin, ancestry, citizenship status, religion, age, sexual orientation, gender, gender identify or expression, familial status, pregnancy, domestic or sexual violence victim status, disability, service in the armed forces of the United States, or an individual’s status as a covered veteran.