Professional Division Registrar

The Royal Winnipeg Ballet teaches, creates and performs, enriching lives through the power of exceptional dance…become a part of that power…
 
The Royal Winnipeg Ballet is seeking a full-time Professional Division Registrar to join our team. Do you thrive in a fast-paced environment, have strong administrative capabilities, and a knack for customer service? Energetic, motivated, and effective communicators are encouraged to apply. Ideal candidates have experience in the arts, are detail-oriented, and deadline driven. With your exceptional organization, sound judgment, and positive attitude, you will thrive in this role.

The Royal Winnipeg Ballet is committed to an inclusive and diverse environment that values, respects and supports all individuals. We aim to have a workforce representative of the diversity within our community and welcome and encourage applicants from various backgrounds, including women, Indigenous people, racialized people, disabled people, people of all sexual and gender identities and others who may contribute to further diversification endeavours.

The Position 
As the Professional Division Registrar, you are responsible for student registration, student accounts, student records, and administrative coordination of all Professional Division programming. Providing exceptional and positive customer service to RWB patrons, you are a member of the School Office team and further provide administrative support to the School Artistic Faculty. In this position, you collaborate with School Administration stakeholders and various RWB service departments to ensure the strategic and business plan objectives of the School are met, and programming communications align with RWB brand standards.

Highlighted Duties of the Role
Administration 

• Provide administrative support for the annual Audition Tour in Winnipeg and on tour as required.
• Plan and implement annual enrollment activities and coordinate student intake, attend Placement Days and other program activation events; ensure appropriate assessment for continual improvement.
• Maintain accurate and complete student records in digital and hard copy, ensuring adherence to privacy legislation.
• Coordinate written materials such as registration forms, handbooks, and memos.
• Administratively coordinate student assessments, including report card preparation and exam results, as per feedback from School Artistic Faculty.
• Support students in the acquisition of study permits and other applicable immigration documentation/status.

Communication 

• Coordinate administrative systems and processes to ensure consistent and accurate flow of information.
• Act as the primary communication liaison between the School Office, students, and parents.
• Prepare and send letters on behalf of the School regarding student enrollment and student status.
• Communicate pertinent information such as form submission and payment deadlines via email and phone.
• Provide information and timely support to current and prospective students and parents.
• Ensure regular communication with academic school partners on subjects such as registration forms, report cards, and academic marks.
• Provide excellent customer service and establish positive, professional relationships with students, parents, and other stakeholders.

Financial and Data Coordination 

• In conjunction with registration activities, create student accounts and ensure all pertinent information is captured.
• Process database transactions such as payments for audition fees, master class fees, tuition, residence fees, academic fees, activity fees, shoes, and physiotherapy; track payment plans, and follow up with non-payment and NSF concerns.
• Process financial assistance, scholarships, and other student support funding in the database.
• Coordinate academic fee transfers; issue invoices and process payments in the database as required.
• Support the Head of School Administration with database configuration and back-end building of new programs and prices.

WORKING CONDITIONS

This Professional Division Registrar works with standard office equipment and sits for long periods of time performing keyboarding activities. The success of this position requires ongoing communication with internal and external stakeholders, flexibility with shifting priorities, and timely decision-making. This position primarily works daytime Monday through Friday with occasional evenings and weekends. Some travel is required.

What you Bring

• Post-secondary degree or diploma in Business or Arts Administration; an equivalent combination of education and related experience may be considered.
• Minimum three (3) years’ experience working in a multifaceted, administrative office environment.
• Sound knowledge of Excel, Word, and Adobe PDF.
• Experience and/or interest in the arts and cultural sector an asset.
• Working knowledge of Tessitura or a similar relationship management database system an asset.
• Outstanding interpersonal skills with the ability to work with various stakeholders.
• Effective written and verbal communication skills.
• Deadline driven with a strong attention to detail.
• Goal oriented with an aptitude for problem-solving.
• Ability to maintain confidentiality and demonstrate the highest level of professional conduct and discretion.
• Effective and positive team member, productively engaging with others at varying levels of seniority within and outside of the RWB.

Application Instructions

If you are qualified for this position, visit https://www.rwb.org/who-we-are/careers-and-auditions/ for application instructions. Candidates must submit a cover letter that showcases their personality and fit for the role and resume. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The Royal Winnipeg Ballet is committed to providing accessible employment while ensuring our recruitment process is barrier free. Accommodations are available upon request for candidates participating in all aspects of the assessment and selection process. Requests for accommodation can be sent to peopleservices@rwb.org.

Closing Date: Open Until Filled

As part of the Royal Winnipeg Ballet hiring process, successful candidates will be required to provide proof of full COVID-19 vaccination and submit a satisfactory Criminal Background Check and Child Abuse Registry Check.