BBS Operations Coordinator, Newton

Boston Ballet • Newton, MA

3d • Onsite

About The Position

The BBS Operations Coordinator is a full-time non-exempt position that provides essential, year-round support to the management of Boston Ballet School’s Newton Studio. This position will provide family-facing customer service, support faculty needs, and oversee both administrative and artistic operations for all programs run out of the Newton location. As an integral part of the School’s administration, reports to the Assistant Manager of Operations and works closely with both artistic and administrative leadership teams. The School Operations Coordinator – based out of Boston Ballet School’s Newton Studio – works Tuesday through Saturday, from 11am – 7pm with some additional evening and weekend work required for special events.

Requirements

• Highly organized, proactive, and demonstrate a positive, helpful attitude at all times
• Excellent communication skills (written and verbal)
• Able to manage multiple priorities while maintaining a professional demeanor
• Must enjoy working with students and parents in an educational environment
• Bachelor’s degree in arts management, education, or a related field, or applicable professional work experience
• Proficient in Microsoft Office
• Enthusiastic about arts/dance education and sensitive and caring attitude toward children
• Ability to proactively support and assist various job functions and work as a member of a team
• Dependable, organized, and comfortable serving as an onsite point person.
• Strong situational awareness and ability to manage multiple activities simultaneously.
• Excellent interpersonal and communication skills in a public-facing environment.
• Ability to remain calm and effective in a fast-paced setting.
• Comfortable handling payments and basic recordkeeping.
• Ability to lift up to 15–20 pounds.

Nice To Haves

• Experience with iClassPro a plus
• Bilingual candidates are strongly encouraged to apply.

Responsibilities

• Acts as a primary point of contact for faculty, staff, students, and families during BBS classes, helping to develop and maintain a positive, comfortable environment
• Fosters positive relationships with existing and prospective families, in the interest of enrolling and retaining families
• Provides ongoing customer support; responds to questions and needs by phone, email, and in-person
• Guarantees a smooth studio experience for staff and families by ordering/restocking office supplies and marketing materials, maintaining bulletin boards, updating studio signage, and troubleshooting machinery problems (copiers, printers).
• Coordinates class schedule changes as needed, ensuring families and staff are properly informed and posted schedules reflect any changes
• Opens the Newton Studio when needed
• Maintains student attendance records, including attendance book upkeep, recording absences, scheduling make-up classes, and monthly attendance audits
• Assists with the collection and recording of class tuition, administers open adult classes and other related transactions
• Attends weekly BBS team meetings, as a representative of the Newton Studio, and larger Boston Ballet meetings as a representative of Boston Ballet School more broadly
• Assists with the preparation of any School-wide meetings, either in-person or virtually
• Manages Newton Studio space reservations
• Collaborates with other departments regarding IT and facility management
• Supporting the hiring and training of part-time Studio Administrators
• Meets 1 or 2 times per month with Studio Administrators and coordinates full team training sessions
• Supports part-time Studio Administrators in following up with prospective customers on placement/registration results
• Covers Studio Administrators’ schedules when necessary
• Supports Open Houses, Parent Observation Weeks, Winter/Spring Performances, Bake Sales, and other events as needed for Preparatory / Foundations / Classical Ballet Training
• Supports casting announcements and rehearsal/production schedules for performances for Preparatory / Foundations / Classical Ballet Training
• Coordinates year-round Wellness Clinics and Physical Therapy appointments for Preparatory / Foundations / Classical Ballet Training
• Supports students and faculty in the College Advising Process for Preparatory / Foundations / Classical Ballet Training
• Connects students with any internal volunteer opportunities for Preparatory / Foundations / Classical Ballet Training
• Covers check-in for Adult classes 1-2x per week
• Coordinates daily bussing logistics for residential students by liaising with bussing vendors, residential staff, and the front desk team for the Summer Dance Program

Benefits

• BCBS HMO health insurance plan with zero deductible
• BCBS dental insurance with employer providing 100% annual premium for individual coverage
• Flexible Spending Accounts (FSAs) – health and dependent care
• Employer-paid life and disability plans
• Immediate access to 403(b) retirement savings plan featuring both pre-tax and Roth options
• Ability to purchase MBTA passes on a pre-tax, payroll deduction basis up to IRS monthly limit
• Paid time off – holidays, vacation, personal, and sick days
• Free adult dance classes
• Complimentary tickets to select Boston Ballet performances (based on availability)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level