REGISTRAR AND FINANCIAL COORDINATOR

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 Coordinator plays 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 Coordinator may 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.
• 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.

BEHAVIOURAL COMPETENCIES

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

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 organizational skills and swift decision making while not compromising attention to detail.

Attention to Detail: Accomplishes tasks while demonstrating a thorough concern for all the areas involved, including ensuring information is complete and accurate and following up to ensure that commitments have been fulfilled.

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 Finances at finance@vaballet.ca.