Registrar and Financial Coordinator

2 weeks ago

Victoria, Canada Victoria Academy of Ballet Full time

**Organization Overview**

Victoria Academy of Ballet’s (VAB) vision is to offer outstanding dance training and academic learning opportunities for students to pursue growth and excellence, with an emphasis on the importance of a dancer’s overall health and their successful career ambitions. As Vancouver Island’s most prominent dance school, VAB offers specialized dance instruction for students of all ages and levels. VAB’s Open Division provides full-year and sessional classes allowing students to dance from one to multiple times per week. The Academy is also home to an established and respected Vocational Division, developing emerging artists who become professional dancers. Internationally acclaimed artistic faculty and a passionate team of high calibre professionals ensure students are supported and inspired to reach their greatest potential. VAB’s state of the art custom-built studios are situated in Quadra Village, a safe and easy-accessible neighborhood in Victoria.

**Job Summary**

Reporting to the Manager of Finance, the Registrar and Financial Coordinatorplays a vital role within VAB, supporting aspects of administering the open division program. VAB’s Open Division provides full-year and sessional classes allowing students to balance their academic endeavors and other life commitments, while dancing multiple times per week. The position oversees the administrative processes of onboarding, waiver completions, billing and payment processing, emergency documentation, attendance binders, and supports the Manager of Finance with basic bookkeeping procedures. The Registrar and Financial Coordinatormay also provide support with monthly, quarterly, and annual reports. The position provides backup coverage for the front desk experience including welcoming dancers, answering phone calls, and coordinating all office administration.

**Accountabilities**
- Manages the student onboarding process for the open division including dancer database entry, coordination of waivers, student files, and billing to ensure timely processing of registration payments.
- Responsible for the open division student database including enrollment monitoring, attendance tracking, and reporting for all open division dancers.
- Manages all student emergency documentation.
- Supports updates for VAB office policies and assists with policy review for the open division program.
- Oversees VAB merchandise, including uniforms and costumes, by completing orders, processing payments, tracking, and replenishing stock.
- Supports the Manager of Finance with bookkeeping procedures.
- In a backup capacity, provides a warm and inviting experience for anyone visiting VAB facilities.

**Job Requirements**
- Diploma, or certificate in business administration, or working towards this.
- Bookkeeping certificate an asset.
- One year or more direct experience in an administrative role.
- The ability to work in a dynamic environment with multiple priorities.
- Consummate professional with tact and diplomacy.
- Exceptional written and verbal communication.
- Understanding of administrative processes and experience with Microsoft programs including Microsoft Access.
- Skilled in client and relationship management with a commitment to quality service.
- A passion to make a meaningful impact with youth and children.
- A self-starter who can work independently and loves accomplishing results.
- An appreciation for the arts and dance is an asset.
- Successful completion of a criminal record check.
- Proof of COVID 19 vaccination.
- Occasional ability to work evenings and weekends.

**Working Conditions**

VAB is a bright and welcoming environment that is home to many dancers coming and going throughout the day. Our custom-built offices support collaboration and teamwork through shared workspace and an open lounge. Our facility is fully accessible and close to many amenities. This role works from a bustling and energizing front desk.

**Job Type**: Part-time
Part-time hours: 16-20 per week

**Salary**: $21.00-$21.50 per hour

**Benefits**:

- Flexible schedule
- Wellness program
- Work from home

Flexible Language Requirement:

- French not required

Ability to commute/relocate:

- Victoria, BC V8T 4E5: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: In person

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