PROFESSIONAL DIVISION REGISTRAR

Posted December 05, 2017

JOB TITLE: PROFESSIONAL DIVISION REGISTRAR
STATUS: FULL TIME
LOCATION: WINNIPEG, MB
DEPARTMENT: SCHOOL ADMINISTRATION
REPORTS TO: PROGRAM SUPPORT MANAGER

SUMMARY STATEMENT

The Professional Division Registrar reports to the Program Support Manager and is responsible for student registration, student accounts, and student records, and for the administrative coordination of all Professional Division programming. This position acts as a member of the School Office team to provide a positive customer service experience to all RWB patrons. Working closely with the School Director, the Professional Division Principal, and the School Office Manager, the Professional Division Registrar also provides administrative support to the School Artistic Faculty and collaborates with stakeholders in School Administration and the various RWB service departments to ensure the school’s strategic and business plan objectives are met and that all program communications align with RWB brand standards.

DUTIES AND RESPONSIBILITIES

ADMINISTRATION

  • Provide administrative support for the International Audition Tour in Winnipeg and on tour as required
  • Plan and implement annual enrollment activities and coordinate student intake, including attending Placement Days and other program activation events; ensure appropriate after-action review in service of continual improvement
  • Maintain accurate and complete student records in digital and hard copy throughout the year; ensure adherence to privacy legislation
  • Compile class and other lists for School Artistic Faculty
  • Coordinate written materials such as registration forms, handbooks, and memos
  • Coordinate the administration of student assessments, including preparing report cards and exam results based on input from School Artistic Faculty
  • Work with various stakeholders to create program and event timelines and work back schedules, with deadlines, and ensure adherence
  • Support students in their acquisition of study permits and other applicable immigration documentation/status
  • Coordinate invitations to special events and collect RSVPs
  • Actively participate in all applicable meetings

FINANCIAL AND DATA COORDINATION

  • In conjunction with registration activities, create student accounts and ensure capture of all pertinent information
  • Process transactions in the database including but not limited to taking payments for audition fees, master class fees, tuition, residence fees, academic fees, activity fees, shoes, and physiotherapy; track payment plans when appropriate and follow-up with non-payment and NSF concerns
  • Process financial assistance, scholarship, and other student support funding in the database
  • Coordinate academic fee transfers; issue invoices and process payments in the database as required
  • Support the School Office Manager with configuring the database and building new programs and prices in the back-end
  • Run database reports and analyze data; share findings with key stakeholders
  • Provide support to the Accounting Department in reconciling student accounts and issuing tax receipts, among other things

COMMUNICATION

  • Coordinate administrative systems and processes ensuring 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 speaking to student enrollment and student status, among other things
  • Send emails and make phone calls communicating pertinent information such as form submission and payment deadlines
  • 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
  • Forward concerns raised by students and parents to the School Director and Professional Division Principal, the School Office Manager, and the School Office team at large as appropriate and in a timely fashion
  • Monitor the General School email throughout the day, following up as appropriate
  • Provide excellent customer service and establish positive, professional relationships with students, parents, and other stakeholders
  • Ensure that all communications, strategies and actions support, protect and nurture the brand of the RWB

OTHER DUTIES

  • Provide front of house and backstage support at performances and events as required
  • Other duties as assigned

WORKING CONDITIONS

This position works with standard office equipment, and sits for long periods of time performing keyboarding activities. Success of this position requires ongoing communication with internal and external stakeholders, flexibility with shifting priorities, timely decision making. This position primarily works Monday through Friday during the day, and occasionally at other times. Some travel required.

EDUCATION AND QUALIFICATIONS

  • Post-secondary degree or diploma from a recognized institution; an equivalent combination of education and related experience will be considered
  • Experience and/or interest in the arts and cultural sector an asset
  • Demonstrated knowledge of Excel, Word and Adobe PDF
  • Working knowledge of Tessitura or a similar relationship management database system an asset
  • Ability to speak and write French and/or other languages an asset
  • Clear Criminal Record Check certificate
  • Clear Child Abuse Registry Check certificate

SKILLS AND SPECIFICATIONS

  • Effective written and verbal communication skills
  • Strong attention to detail
  • Good problem-solving skills
  • Ability to maintain confidentiality and demonstrate the highest level of professional conduct and discretion
  • Self-motivator with the ability to take initiative and work independently
  • Good team member, productively engaging with others at varying levels of seniority within and outside of the RWB
  • Solid time management, multi-tasking, and decision-making skills

Qualified, interested applicants are asked to submit a cover letter and resume, in confidence, to Kara Neilson at kneilson@rwb.org by end of business day by end of business day December 18, 2017.