Registration Associate, Information Systems

4 months ago


Toronto, Canada Canada's National Ballet School Full time

**Registration Associate**.

We invite you to join the vibrant staff community of Canada's National Ballet School (NBS). NBS has _300+ _
- employees_ supporting programs ranging from professional ballet training, community engagement, and
ground-breaking health initiatives.

We are looking for a dynamic individual to join our **Registrar **team, with the talent, innovative-thinking and
passion to help NBS continue to share the transformative power of dance with people of all ages, abilities,
and aspirations. As an organization, NBS is continually evolving and we are looking for a professional with
unique, new ideas to complement the School’s collaborative work culture.

Reporting to the **Registrar**, the Registration Associate will provide a range of registration services to the
general public, students and staff of Canada’s National Ballet School (NBS) while performing tasks related to
records and admissions, with a particular focus on Recreational Programs. This position is a resident expert
on all registration software and education management systems at NBS, working collaboratively to ensure
excellence in both strategy and practice, and training other staff on how to use current tools. This position
also performs administrative duties and provides support for all programs for the Registrar’s office.

**Major Duties and Responsibilities**

1. Register all students in the appropriate programs, using all registration processes including online, phone,
manual registration form (created in Adobe Acrobat) and in person.

2. Build large-scale registration terms using the NBS registration software (currently SmartRec) ensuring that

all fees, payment plans, custom questions etc. are consistent with guidelines from NBS Finance and
program managers.

3. Be a resident expert on all registration software and education management systems, working closely with

colleagues in IT, Registration and other departments to understand new and evolving software functions,
and how they affect our staff and customers.

4. As the power user of the School’s education management system (“MySchoolApp”), maintain a deep

understanding of the platform and leverage that knowledge to assist other staff and support advanced
processes. Specific tasks and responsibilities include:

- Proactively pursue training and professional development opportunities to maintain a

comprehensive understanding of NBS’ education management solution, MySchoolApp (which
includes Blackbaud Enrollment Management System, Blackbaud Learning Management
System and Blackbaud Student Information System)
- Act as the initial point of contact for support requests related to MySchoolApp, and escalate

issues to colleagues in IT, as required
- Acting as the MySchoolApp specialist, collaborate with colleagues in IT and other Blackbaud
- specific users to implement and maintain access rules and procedures, ensuring data integrity
and security.
5. Assist parents and students with accessing and using the various functions of their online registration

system.

6. Maintain the integrity and effectiveness of the student information database in SmartRec by compiling,
entering and verifying new and returning student information.

7. Prepare reports as required.

8. Draft training manuals and assist in the training for SmartRec for staff members as required.

9. Maintain general knowledge of NBS programs, policies and activities and specific/expert knowledge of

those related to the Registrar’s Office.

10. Act as Registrar’s representative for the National Audition Tour, including coordinating audition
registrations.

11. Assist with research of best practices and development of processes related to the Registrar’s Office as

requested.

12. Process cash, debit, and credit transactions and prepare deposits for the NBS Finance Department as
required.

13. Assist NBS Brand Engagement department with identifying opportunities for growth in Adult Ballet sales.

Communicate Adult Ballet registration timelines and deadlines with NBS Marketing Department to aide
with the creation of effective marketing campaigns.

14. All other duties as required or assigned.

**Qualifications/Skills/Experience
- Degree or diploma in business, office practices or related field or 2-3 years in an administrative or

similar position preferably within an educational institution.
- Experience with registration software and education management solutions.
- Knowledge of Microsoft Office (particularly Word and Excel).
- Time management, proof reading, and organizational skills.
- Must be adaptable, detail oriented, willing to take instruction.
- Proven interpersonal skills including tact and judgment, communication, proactive problem solving
- skills, and cooperative teamwork skills.
- Familiarity with relational databases - experience with data entry, data retrieval and generating

reports. Knowledge of Adobe Acrobat is an asset

accordance with the School’s Child Abuse/Sexual Abus



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