BBS Operations Coordinator, Newton

About the role

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. The role delivers family-facing customer service, supports faculty needs, and oversees both administrative and artistic operations for all programs run out of the Newton location: Preparatory, Foundations, Classical Ballet Training, Adaptive Dance, Adult Dance, Summer Dance Program, and Summer Camps. The Coordinator reports to the Assistant Manager of Operations and works closely with both artistic and administrative leadership teams. The position is based out of Boston Ballet School's Newton Studio and works Tuesday through Saturday, from 11am – 7pm, with some additional evening and weekend work required for special events.

Responsibilities

• Studio Culture:
  • 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
• Studio Operations:
  • 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
• Staff Support:
  • Supports the hiring and training of part-time Studio Administrators
  • Meets one or two 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
• Program Support — specific tasks for each program include, but are not limited to:
  • Preparatory / Foundations / Classical Ballet Training: Supports Open Houses, Parent Observation Weeks, Winter/Spring Performances, Bake Sales, and other events as needed; supports casting announcements and rehearsal/production schedules for performances; coordinates year-round Wellness Clinics and Physical Therapy appointments; supports students and faculty in the College Advising Process; connects students with any internal volunteer opportunities
  • Adult Dance: Covers check-in for Adult classes 1–2x per week
  • Summer Dance Program: Coordinates daily bussing logistics for residential students by liaising with bussing vendors, residential staff, and the front desk team

Requirements

• Highly organized, proactive, and demonstrates a positive, helpful attitude at all times in order to support the BBS team and maintain smooth operations in a busy work environment
• Excellent communication skills (written and verbal) and 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; experience with iClassPro a plus
• 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
• Bilingual candidates are strongly encouraged to apply

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)

Pay

$21.00/hour based upon a 35-hour work week.

Schedule

Tuesday through Saturday, 11am – 7pm, with some additional evening and weekend work required for special events. The position is based out of Boston Ballet School's Newton Studio.