Overview:
Reporting to the School Administrator & Operation Manager, the Receptionist provides vital administrative support to the full-year and summer course programs.
The Receptionist is a part-time employee at Ballet Chicago and as such is expected to act appropriately and professionally at all times, but in particular when working with parents, students and fellow employees.
Location: On-site
Salary: $17.50 per hour
Summary of Duties:
- Upkeep of Roll Books and Rehearsal Books,
- Check student chaperone cards as they enter and exit the facility.
- Answer main phone line; assisting with parent school related phone calls when appropriate.
- Learn student names and faces and keep track of their whereabouts.
- Be attentive of those entering and exiting the facility.
- Assist auditioning students and parents.
- Contact missing or tardy students and/or staff when needed.
- Assist with studio rentals and auditions when necessary.
- Maintaining registration files both digitally and in paper form on all students which includes but is not limited to:
- Collecting registration materials, processing payment and creating receipts.
- Entering student, parent, and emergency contact information in contact log.
- Entering student information in student log.
- Registering students and linking student and parent accounts.
- Providing username and passwords to parents and professional division dancers.
- Updating pre-existing folders and information.
- Alphabetizing and securing student folders and materials.
- Keeping track of student accounts that are missing important paperwork, adding notes in the database when forms are missing and contacting parents accordingly to retrieve paperwork in a timely fashion. Making sure that all data and paperwork is complete and accurately entered into the database.
- Ensuring that student records, payment information, and personal information is kept secure and confidential (Ballet Chicago Directors, Administrative & Financial Staff should be the only parties privy to information).
Assist with School Administration including:
- Assisting w/sales of DVDS, apparel, flowers, merchandise, etc.,
- Supporting school administrators during Nutcracker, Spring Rep, Spring Showcase Performances, and all Summer Courses,
- Picking up supplies, go to post office, and assist with tidying up studio and restocking facility when needed,
- Helping edit and proofread administration materials,
- Assisting during fire drills, fires and other emergencies,
- Helping school administrators backstage during performances, covering donation tables, or cover front desk/admin duties at Ballet Chicago if School Administrators are assigned to theatre, etc.,
- Assist administrators in relaying information to parents and student body when needed which includes posting notices, sending emails, and making phone calls. Written e-blasts, large group emails, or emails to parents that are board members will need to be carefully vetted by School Administrators.
Qualifications
- Excellent customer service, verbal, written, and interpersonal skills
- Manage time well
- Detail oriented and able to handle multiple tasks, deadlines, and make effective decisions
- A background check is required of all Ballet Chicago employees, paid for by Ballet Chicago.
Other duties as assigned
To apply, please submit your resume and a brief cover letter outlining your relevant experience and interest in the position to Claire (Cstevens@balletchicago.org). Interviews will be conducted on a rolling basis until the positions are filled.