Pittsburgh Ballet Theatre
School Registrar & Finance Manger Department: Pittsburgh Ballet Theatre School Reports To: Dean, Pittsburgh Ballet Theatre School FLSA Status: Full Time Exempt Salary: Starting at $52,500 DOE Position SummaryThe School Registrar & Finance Administrator is the primary financial and administrative professional for Pittsburgh Ballet Theatre School. This position is responsible for the School's tuition billing, accounts receivable, budgeting, financial reporting, and financial administration, while also overseeing student registration, enrollment, records management, and daily school operations. Working closely with the Dean, the School Registrar & Finance Administrator ensures the School's financial health and operational success through sound financial management, exceptional customer service, 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, delivering exceptional customer service throughout the enrollment process.
- Manage registration and enrollment for all School programs.
- Maintain accurate student records, schedules, class rosters, waitlists, and enrollment data in Jackrabbit & Dance Apply.
- Administer tuition payment plans, registration policies, refunds, and student account administration.
- Coordinate auditions, scholarship tracking, student placement, and related communications.
- Maintain student records in accordance with School policies and applicable regulations.
- Serve as the School's Designated School Official (DSO), maintaining SEVIS records, issuing Form I-20 documentation for qualified M-1 visa students, and ensuring compliance with federal regulations governing international student enrollment.
Financial Management - Manage all School accounts receivable, tuition billing, payment processing, deposits, and account reconciliations
- Monitor outstanding balances and proactively communicate with families regarding account status and payment plans.
- Process payments through Jackrabbit, Square, and other payment platforms, ensuring accuracy and timely deposits.
- Prepare financial reports, revenue summaries, reconciliations, and other financial analyses to support decision-making.
- Partner with the Dean on annual budgeting, financial forecasting, and ongoing financial reporting.
- Administer the School's financial aid application process.
- Ensure compliance with School policies and applicable local, state, and federal regulations.
- Coordinate student attendance, absences, make-up classes, placement classes, and related records.
- Respond promptly and professionally to student, parent, faculty, and public inquiries, providing exceptional customer service.
- Coordinate student health concerns, injury reporting, medical appointments, and communication with faculty and administration.
Events & Operational Support - Assist in planning and executing School performances, open houses, Afternoon of Enchantment, auditions, and other events.
- Coordinate student housing, dormitory operations, check-in/check-out, meal plans, excursions, and related logistics for Summer Intensive and other residential programs.
- Attend School performances, auditions, and special events as assigned.
- Collaborate with Marketing, Development, Finance, Production, and Education departments to support School initiatives.
- Provide administrative and operational support to PBT Front Desk operations as needed.
Qualifications - Bachelor's degree in Business, Accounting, Finance, Arts Administration, Education, or a related field.
- 2 years experience in finance, accounting, accounts receivable, or financial administration.
- Strong organizational, communication, customer service, and problem-solving skills.
- Ability to operate in a fast paced environment.
- Proficiency with Google, Microsoft Office, and database management systems.
- Ability to sit, stand, walk, and lift up to 25 pounds.
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