Job Title: School Programs Coordinator
Department: Education and Training
Reports To: Associate Director of School Administration
Compensation: Pay Level 1 - $21.87 - $25.00 per hour.
Classification: Non-exempt, full-time
Application Deadline: Open until filled

Job Purpose: Under minimal supervision, this supportive administrative role oversees revenue-generating School programs from concept to execution to revision. This role administers School programs by coordinating all aspects including but not limited to organizing, marketing, communicating, and event planning. This role manages four email accounts and is someone highly organized.

Job Duties and Responsibilities:

Coordinate all aspects including but not limited to marketing, communication, data entry, event management, and customer service for the Ballet School’s programs listed here within along with any new discrete programming.

Pre-Ballet Program

• Coordinate all administrative aspects of the Pre-Ballet Classes including marketing, waitlist management, orientation, and handbooks for school year and summer classes.
• Coordinate and staff program orientation and 3-4 trial classes for prospective students.
• Coordinate and staff class observations
• Coordinate purchase and distribution of class uniforms.

Community Scholarship Program

• Coordinate administrative aspects of the CSP scholarship class including distribution of invitation letters, orientation, and handbook.
• Coordinate, lead, and staff program orientation.
• Coordinate purchase and distribution of class uniforms.
• Create and manage other program benefits such as ticket distribution, guest speakers, etc.
• Coordinate class observations, end-of-year presentation, and student evaluations with Sr Manager of Student Services, Registrar, and Assoc. Dir of School Admin.
• Works closely with the School faculty liaison and Education team regarding recruitment
• Oversee and respond to relevant emails in the school@sfballet.org inbox.

Adult Ballet Classes

• Manage MindBody platform including class set up, pricing, ongoing maintenance, and teacher assignment.
• Collaborate with Pianist Supervisor to create summer Pianist Workshop.
• Reviewing class attendance data to make strategic decisions and inform programming.
• Oversees the adult ballet classes and summer workshop enrollment, provides customer service for all program questions, and manages class check-in
• Work with teachers to determine and arrange for set-up needs for the summer workshop; coordinate catering and additional activities
• Host virtual classes as needed
• Manage the classes@sfballet.org account and all correspondence

Repertory Classes:

• Oversees the enrollment through FACTS by creating registration forms, provides customer service for all program questions, and manages class check-in.
• Work with teachers to determine set-up/class needs; arrange needs with facilities and IT
• Promote and coordinate with Marketing
• Manage the classes@sfballet.org account and all correspondence

Summer Ballet Classes

• Coordinate all administrative aspects of the Summer Ballet Classes including class schedule, web updates and all family communications
• Coordinate and staff program check-ins
• Oversee and respond to relevant emails in the school@sfballet.org inbox

Alumni

• Foster the relationship between the School and current Alumni through ongoing electronic communication and event planning and community involvement
• Contact School students who complete their training and leave the school to add to alumni list
• Coordinate 4-5 annual alumni events, which include event planning, communication, collaborating with Marketing and Ticketing, and arranging needs with Facilities and IT
• Manage the alumni@sfballet.org email inbox and all correspondence

Marketing

• Provide Marketing assistance for all School programs, screenings, and auditions.
• Serve as liaison with Marketing department, including managing photo approvals and providing social media content
• Manage the review of Marketing materials using PageProof online software.

Other Responsibilities:

• Coordinate purchase and distribution of class uniforms for everyone enrolled in Pre Ballet through Trainee level.
• Provides general support in all school functions and performs other duties as required or assigned by supervisor.

Job Dimensions and Qualifications

Internal Contacts:

• Department staff, Marketing staff, Artistic Administration, Production Dept, Development, Facilities Dept. IT Dept., and volunteers

External Contacts:

• Parent/guardians, students, program participants, Dance In Schools staff, community partners, collaborators, and consultants

Education:

• College degree or equivalent

Years and Type of Related Experience:

• 2-3 years administrative experience with a focus on administration, communication, and computer skills
• Interest in interacting with children, adolescents, and parents in an arts environment is preferred
• Knowledge of ballet a plus
• First Aid and CPR training

Technical Competencies:

• Communicates with internal and external constituencies both verbally, and in writing, in a manner that ensures clear and mutual understanding of information.
• Effectively demonstrates a consistent and sustained commitment to the active pursuit of the elimination of waste from every process with the goal of providing world-class quality, delivery, and service at the lowest possible cost.
• Establishes and maintains effective relationships with students, families and volunteers by building rapport, listening and attending to their needs (when appropriate) and being easy to approach.
• Demonstrates tact and diplomacy in all interactions. Demonstrates appropriate treatment of sensitive or confidential information.
• Utilizes and maintains up-to-date knowledge of word processing, database management and social media platforms.
• Maintains documentation, files and work papers that are readily accessible and understandable by others.
• Prioritizes work to effectively balance multiple assignments and requests and communicates concerns to supervisor.
• Effectively and accurately proofs own work using contemporary business grammar, punctuation and spelling rules.
• Produces complete and accurate work products such as sign-in sheets, check requests, financial reports etc. for review by appropriate staff member.
• Faces difficult situations with tenacity and sensitivity.
• Actively listens to students, parents, faculty and staffs concerns and problems and helps provide appropriate solutions or referrals; follows up to ensure positive outcome.

Physical Demands:

• Work hours, generally Monday through Friday 9a-5p or 10a-6p depending on needs for evening class check-in, and occasionally fill-in for evening and weekend shifts as assigned. Weekly work hours not to exceed 35 hours. Considerable amounts of typing, word-processing, and telephone work. Involves monitoring hallways and using office equipment on another floor. Ability to climb stairs. Ability to lift 30lbs.
• This job is 100% on-site at 455 Franklin. There is no remote or hybrid work.

Special Equipment Used:

• All standard office equipment, including fax, copier, etc. PC Software including Word, Outlook, and Excel. FACTS SIS and Tuition Management software, and the iPad and web-based app, Mindbody. PageProof online proofing software. Internet and e-mail knowledgeable.

APPLICATION PROCEDURE

We prefer you apply online

NO CALLS, PLEASE

San Francisco Ballet Association is an Equal Opportunity Employer committed to employing a diverse staff.

Qualified applicants with arrest and conviction records will be considered for the position in accordance with the Fair Chance Ordinance (FCO).