Pittsburgh Ballet Theatre
School Registrar & Finance Administrator
Department: Pittsburgh Ballet Theatre School
Reports To: Dean, Pittsburgh Ballet Theatre School
FLSA Status: Full Time Exempt
Salary: Starting at $48,000 DOE
Position Summary
The School Registrar & Finance Administrator serves as the primary administrative and financial professional for Pittsburgh Ballet Theatre School. This position oversees student registration and records, tuition billing and accounts receivable, financial reporting, customer service, and daily school operations while ensuring an exceptional experience for students, families, faculty, and the public. Working closely with the Dean, the School Registrar & Finance Administrator supports the School's operational and financial success through effective administration, regulatory compliance, process improvement, and cross-departmental collaboration.
Position Responsibilities
Student Registration & Enrollment - Serve as the primary point of contact for prospective and current students, families, and the public, providing exceptional customer service throughout the enrollment process.
- Manage registration for all School programs, including School Year, Summer Intensive, Community Programs, auditions, and special offerings.
- Create and maintain accurate student records within Jackrabbit, DanceApply, and other administrative systems.
- Create and manage class offerings, schedules, rosters, waitlists, and enrollment data.
- Administer tuition payment plans, registration policies, refunds, and enrollment.
- Coordinate auditions, scholarship tracking, placement decisions, and related communications.
- Maintain student records in accordance with School policies and applicable regulations.
- Serve as the School's Designated School Official (DSO).
- Maintain international student records in SEVIS.
- Prepare and issue Form I-20 documentation for qualified M-1 visa students.
- Ensure compliance with federal regulations governing international student enrollment.
Financial Administration - Manage all School accounts receivable, including tuition billing, payment processing, deposits, reconciliations, and account maintenance.
- Monitor outstanding balances and communicate proactively with families.
- Process payments through Jackrabbit, Square, and other payment platforms.
- Prepare financial reports, revenue summaries, deposits, and reconciliations.
- Partner with the Dean on annual budgeting, financial forecasting & reporting.
- Administer the School's financial aid application process.
- Ensure compliance with local, state, and federal regulations.
- Coordinate student absences, make-up classes, placement classes, attendance records.
- Respond promptly and professionally to student, parent, and faculty inquiries.
- Coordinate student health concerns, injury reporting, medical appointments, and communications with faculty and administration.
Events & Operational Support - Assist in planning and executing School performances, Open Houses, Afternoon of Enchantment, auditions, and other special events.
- Coordinate student housing assignments, dormitory operations, check-in/check-out, meal monitoring, and excursion logistics for summer programs.
- Attend School performances and events as assigned.
- Collaborate with Marketing, Development, Finance, Production, and Education departments on School initiatives.
- Provide support to PBT Front Desk operations as needed.
Qualifications - Bachelor's degree in Business, Accounting, Finance, Arts Administration, Education, or a related field, or an equivalent combination of education and experience.
- Minimum of two years of administrative experience, preferably in an educational, nonprofit, or customer service environment.
- Experience in finance, accounting, accounts receivable, or financial administration.
- Strong organizational, communication, customer service, and problem-solving skills.
- Proficiency with Google, Microsoft Office, and database management systems.
- Ability to sit, stand, walk, and lift up to 25pounds.
Working Relationships - Students and families
- School faculty and accompanists
- Dean and School leadership
- Finance, Marketing, Development, Production, and Education departments
|