Ballet Hawaii School Administration Coordinator

BALLET HAWAIISchool Administration CoordinatorJob DescriptionDepartment: School AdministrationReports To: Executive Director / School DirectorJob Classification: Full-TimeFLSA Status: ExemptLocation: Honolulu, HawaiiPrepared/Revised: August 2026Position SummaryThe School Administration Coordinator plays a central role in the successful daily operation of Ballet Hawaii’s school and serves as a primary administrative point of contact for students, parents, prospective families, faculty, and staff.This is a highly visible, communication-driven position requiring exceptional interpersonal and customer-service skills, strong organization, accuracy, sound judgment, initiative, and the ability to successfully manage multiple priorities in a fast-paced performing arts environment.Working closely with the Executive Director, School Director, Operations Manager, faculty, and administrative staff, the School Administration Coordinator manages student enrollment and records, scheduling, placements, parent and student communications, tuition and billing administration, and other activities necessary to ensure the smooth and professional operation of the School.Essential Duties and ResponsibilitiesParent, Student & Customer Relations·     Serve as a primary point of contact for parents, students, prospective families, faculty, and staff.·     Provide timely, accurate, professional, and courteous information by telephone, email, and in person.·     Develop and maintain positive relationships with students and families and help foster a welcoming and inclusive school environment.·     Respond proactively to questions and concerns and exercise appropriate judgment in determining when matters should be escalated to management.·     Ensure information regarding schedules, tuition, policies, placements, programs, and school activities is verified and accurate before communicating it.·     Communicate directly, confidently, and professionally when resolving customer-service concerns.·     Demonstrate discretion and professionalism when handling sensitive student, family, or organizational matters.School Administration·     Manage day-to-day school administrative operations, including telephone calls, email correspondence, inquiries, registrations, and student records.·     Maintain the school’s database, including registrations, payments, attendance, and related records.·     Maintain accurate and current student and family information.·     Demonstrate consistent follow-through and independently manage assigned responsibilities and deadlines.·     Maintain confidentiality of student, family, employee, and organizational information.·     Provide administrative support to School leadership as required.Student Enrollment & Placement·     Coordinate enrollment and onboarding of new students.·     Work closely with the School Director and faculty to ensure new and continuing students are placed in the appropriate level.·     Maintain accurate placement records.·     Communicate placement information promptly and professionally to families.·     Provide accurate information regarding classes, policies, attire, schedules, tuition, and other School requirements.·     Assist prospective families in identifying appropriate Ballet Hawaii programs and enrollment opportunities.Scheduling & Coordination·     Work closely with the School Director to maintain accurate class schedules.·     Communicate schedule changes, cancellations, substitutions, and new classes promptly to appropriate students, families, faculty, and staff.·     Coordinate faculty coverage and teacher assignments with the School Director.·     Assist with studio scheduling, rentals, and space management.·     Maintain current schedules and ensure staff and families receive accurate information.·     Anticipate scheduling conflicts and work proactively with appropriate staff to resolve them.Tuition, Billing & Financial Administration·     Process tuition payments, private-lesson charges, fees, and other School-related payments accurately and promptly.·     Assist with tuition collection and outstanding account follow-up.·     Ensure discounts, rates, credits, and other financial policies are applied accurately and consistently.·     Maintain accurate financial information within the School’s administrative systems.·     Assist the Executive Director with budgeting and financial reporting as requested.·     Prepare School-related financial, enrollment, and administrative reports as needed.Performances, Events & School Activities·     Coordinate administrative aspects of School performances, showcases, auditions, intensives, workshops, and special events.·     Assist with volunteer recruitment and coordination for School activities and performances.·     Communicate schedules, requirements, deadlines, and logistical information to participating students and families.·     Work collaboratively with artistic, production, and administrative staff in support of Ballet Hawaii performances and programs.Marketing & Communications·     Coordinate with Ballet Hawaii’s marketing and communications team regarding School information.·     Ensure class schedules, registration information, program information, and other School content provided for digital and print communications are current and accurate.·     Assist with newsletters, announcements, special offers, events, and other School communications as assigned.·     Assist in maintaining current School information across appropriate communication channels.Core CompetenciesSuccessful performance in this position requires:·     Exceptional interpersonal and customer-service skills.·     Excellent written and verbal communication skills.·     Strong organizational and time-management abilities.·     Demonstrated attention to detail and accuracy.·     Ability to manage multiple priorities and deadlines simultaneously.·     Confidence and professionalism when communicating with parents, students, faculty, and clients.·     Ability to appropriately resolve customer concerns and difficult situations.·     Sound judgment and problem-solving skills.·     Strong follow-through and personal accountability.·     Initiative and the ability to anticipate administrative and operational needs.·     Ability to work independently while recognizing when management involvement is appropriate.·     Ability to receive direction and feedback and implement changes promptly.·     Ability to remain composed, courteous, and professional in a busy and rapidly changing environment.·     Ability to work collaboratively as part of an artistic and administrative team.Minimum QualificationsRequired·     Previous professional administrative, school administration, customer-service, or comparable experience.·     Excellent written and verbal communication skills.·     Demonstrated customer-service and interpersonal skills.·     Strong organizational skills and attention to detail.·     Proficiency with Microsoft Office and Google Workspace.·     Advanced proficiency in Microsoft Excel, including formulas, pivot tables, lookups, data organization, and reporting.·     Ability to learn and effectively utilize enrollment, scheduling, and database systems.·     Ability to work independently and collaboratively.·     Ability to work Saturdays as part of the regular work schedule. The position’s regular days off are Sunday and one designated weekday.·     Ability to work occasional evenings and additional hours as required for performances, events, intensives, and other Ballet Hawaii activities.Preferred·     Bachelor’s degree in business, arts administration, performing arts, education, or a related field.·     Previous administrative experience in a dance school, performing arts organization, educational institution, or similar environment.·     Experience with Jackrabbit Dance or comparable dance-school management software.·     Familiarity with budgeting, financial administration, and accounting processes.·     Knowledge of dance and/or the performing arts.Working ConditionsWork Environment: Primarily an administrative and dance-school environment with regular interaction with children, parents, adult students, faculty, staff, artists, and members of the public.Work Hours: Full-time position. Saturday is a required regular workday. The employee’s two regular days off will be Sunday and one designated weekday. The specific weekday off and regular work schedule will be established by Ballet Hawaii based on School operational needs. Additional evening hours may occasionally be required in connection with performances, events, intensives, and other Ballet Hawaii activities.Communication Demands: This position requires substantial daily verbal, written, telephone, and in-person communication. The ability to interact professionally and effectively with parents, students, faculty, staff, and members of the public is an essential function of the position.Technology & Equipment: Regular use of computers, telephone systems, email, databases, enrollment and scheduling systems, Microsoft Office, Google Workspace, and other administrative technology.Mental Demands: Ability to manage competing priorities, maintain accuracy while handling interruptions, exercise appropriate judgment, solve problems, meet deadlines, and communicate effectively in a fast-paced environment.Compensation & BenefitsSalary Range: $50,000–$55,000 annuallyBenefits include:·     Health, dental, and vision insurance·     401(k) retirement plan·     Paid time off·     Paid holidays·     Other benefits in accordance with Ballet Hawaii policiesTo apply: Please send a cover letter and resume to Richard@ballethawaii.org