Student Services Specialist

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Job description

The heart of Boston Ballet is the human experience. Through our living and breathing art, we forge human connections-between artist and attendee, teacher and trainee, friend and newcomer, one's outer and inner self. We believe that the community of employees that makes dance possible is better together when talented individuals with varied life experiences, identities, races, cultures and ideas are welcomed, encouraged, and heard.

The Student Services Specialist is a full-time, non-exempt position. As an integral part of the Boston Ballet School (BBS) team, the Student Services Specialist supports all aspects of customer service, recruiting, registration, and billing across two School locations. Student Services assists 5,000+ students in the Children's, Classical Ballet, Adult Dance, Adaptive Dance and Summer Dance Programs to register each year. The Student Services Specialist must be highly organized, coordinate a high volume of registration applications and other communications and foster positive relations with BBS parents and students by providing exceptional customer service. This position reports to the Senior Student Services Manager and works closely with the BBS Operations, Marketing and Community Education teams.

The position is a hybrid position with options to work remotely 2-3 days per week.

RESPONSIBILITIES INCLUDE:

Registration and Enrollment

• Assists with the creation, deployment, and processing of all student registration materials for all classes
• Maintains student accounts and updates student records in the Tessitura and MindBody databases
• Creates and updates student attendance documents; reports monthly on attendance trends and issues
• Works closely with Student Services Manager on accounts receivable, including but not limited to preparing invoices, processing payments, issuing receipts, and billing correspondence
• Supports weekly enrollment and financial reporting
• Processes and track student withdrawals
• Assists in IT systems and Tessitura platforms upgrade testing.

Communications and Customer Service

• Assists with education related customer communications across a variety of platforms including in-person, and by phone and email for a wide audience range in conjunction with Marketing team
• Fosters positive relationships with existing and prospective families across all programs
• Must maintain sensitivity when dealing with the financial issues of customers and tailor solutions that help to ensure long-term engagement in our School programs.
• Supports in the preparation and mailing of yearly student evaluations

School Operations

• Works at the front desk as needed to support daily studio administration functions
• Supports other programs, events, and activities as requested on occasional nights and weekends, including Open Houses and student performances.
• Coordinates with faculty members to prepare mid-year and year end evaluations for students including final deployment to students and families.

General Administrative Responsibilities

At any given time, any Full-Time administrator may be asked to perform shared studio operations responsibilities in the Boston or Newton studios which may also include supporting other Boston Ballet School programs, events, and activities including on nights and weekends periodically as requested such as Open Houses and student performances.

Responsibilities include:

• Check in and check out:
  • Ensures all BBS students, employees and chaperones of Children's Program students and daily attestation
  • When needed, helps faculty with supervising student check out
  • Monitors attendance for all BBS students
• Customer service
  • Provides the best possible customer service to families by answering BBS phone lines
  • Ensures all students, staff and other visitors adhere to COVID-19 Risk Reduction plan
• Technology
  • Provides support with BBS faculty by setting up computers or checking in before classes begin

Please be sure to include a cover letter with your resume when you apply, in order to be considered for the position.

The successful candidate will possess excellent communication skills (written and verbal) and possess strong customer service skills. He/she/they must be able to manage multiple priorities, while maintaining a positive, caring attitude and professional demeanor and must enjoy working with students and parents in an educational environment.

• Bachelor's degree in arts management (or relevant experience), education or related field, plus two years of professional work experience.
• Strong customer service and communication skills
• Familiarity with communicating and interacting with people with disabilities
• Basic accounting and finance skills
• Strong attention to detail and problem-solving skills
• Practiced in MS Office Suite, particularly Excel. Experience in Tessitura and/or MindBody a plus.
• Flexibility, positive attitude, and good work ethic
• Enthusiastic about arts/dance education and sensitivity and caring attitude toward children
• Ability to travel to other studio locations as needed

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 Boston Ballet performances
• Hybrid work

Boston Ballet is an Equal Employment Opportunity Employer

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