Organization Overview

Victoria Academy of Ballet (VAB) is a leader in dance instruction. At the heart of our success is a passionate team of high calibre professionals who share a commitment to supporting dancers realize their potential. Offering both open and vocational divisions in a beautiful custom-built space, ensures that VAB creates a wonderful and inspiring dance experience for all ages and levels.

Job Summary

Reporting to the Finance Manager, the Open Division Administrator supports with a range of services including open enrollment, front desk services, event coordination, website updates, and social media support. This position is responsible for responding to student and family enquiries and overseeing the registration process for 6-to-12-week classes and full year classes that explore and build upon the art of dance, music, and self-expression. The position develops communications that support the VAB community stay informed about various events and activities taking place and coordinates a variety of dance related events. The Open Division Administrator is also responsible for creating a warm and inviting front desk experience including welcoming dancers, answering phone calls, and supporting with office administration.

Accountabilities

• Provide a warm and inviting experience for all dancers coming and going from the VAB facilities.
• Responds to all enquiries and answers questions about the open division offerings.
• Oversees the registration process for the open division including registration forms, dancer database entry, coordinates waivers, and working with the Finance Lead to ensure timely processing of registration payments.
• Prepares communication content for the open division programs, sessional classes, and external programs and shares through the website, social media, and print format.
• Coordinates a variety of dance events and oversees a variety of administrative details such as festival entry forms, costume ordering, volunteer teams, guest invitations, decorations, and refreshments.
• Maintains the student database and provides reporting for all dancers within the open division.
• Follows up on all potential student interest to meet or exceed enrollment goals.
• Supports the Marketing & Development Lead with marketing events including booth set up, marketing materials, draws and giveaways.
• Supports with drafting newsletter and social media content to support the VAB community stay apprised of current events and activities.
• Receives and distributes incoming and outgoing mail, answers calls, and coordinates office activities.

Job Requirements

• Certificate in office administration or equivalent
• The ability to work in a dynamic environment with multiple priorities
• Skilled in written and verbal communication
• Skilled in engaging with children and youth
• Knowledge or experience in dance
• Successful completion of a criminal record check
• The ability to work evenings and weekends
• Standard First Aid Certification or willingness to complet

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.

Behavioral Competencies

All VAB employees demonstrate the 3 core competencies of teamwork, initiative, and service. This role also requires exceptional multitasking skills.

Teamwork: We work together to accomplish goals. This includes supporting one another, valuing colleague’s ideas, and engaging in a manner that enhances a positive and inclusive workplace.

Initiative: We embrace a culture of initiative at VAB. This includes working independently, finding solutions, and offering ideas – even if it is outside our job.

Service:  We are committed to creating a great service experience for all. This includes representing VAB in a positive and professional manner in all our engagements, truly listening to our clients, and working to resolve issues quickly and with meaningful solutions.

Multitasking: This role requires a high degree of responsiveness to a variety of tasks and activities and the ability to prioritize work in real time. This requires strong organization skills and swift decision making while not compromising attention to detail.

Join Us

We would love to welcome you to our team. Please submit your cover letter and resume via email to Rachel Dewey, Manager of Finance at finance@vaballet.ca.