Title: Assistant Registrar
Reports To: Registrar
Part-time hourly to start, with potential to move into full-time salary with benefits
Hourly Rate: $15/hour; with potential increase to $18-19/hour after 90 day review

The Assistant Registrar will train to take over some duties currently held by TPB’s Studio Manager/Registrar with the potential to take over full responsibility and move into the Registrar position in the future.

The Assistant Registrar is one of the first points of contact in the enrollment process for students and parents at The Portland Ballet and assists with day-to-day studio affairs. A successful candidate will work independently and as part of a team to ensure the programs operate as effectively and efficiently as possible. The Assistant Registrar is one of the main points of contact between staff, faculty, students & parents and must have professional and clear communications skills.  This role requires someone who is customer oriented and has the initiative to problem solve and find answers to common questions.

When live performance resumes: The Assistant Registrar is also responsible for overseeing students while at the theatre and coordinating volunteer help when needed.  Performance dates are required and are non-negotiable.

Duties & Responsibilities: Many of these duties will be shared between Assistant Registrar & Registrar

  • Enroll students across all TPB programs, including coordinating placement classes when applicable
  • Manage enrollment database by scheduling classes, checking and updating rosters, creating attendance reports, and monitoring tuition payments
  • Maintain excellent dancer attendance records (absences, tardies, observations, and make-ups) and current rosters
  • Moderate Zoom classes and, if needed, provide technical support, when classes are held virtually due to COVID-19
  • Manage roster and level changes by updating system and ensuring that tuition is current
  • Monitor and track dress code violations and lobby behavior
  • Maintain and update academy mailing lists and email contacts
  • Enforce protocols outlined in the Student/Parent Handbook
  • Create and edit enrollment related forms, such as audition forms or registration packets
  • Accounting and banking duties, including making weekly cash and check deposits and creating a summary of instructor hours for payroll purposes
  • Lead meetings with the Artistic Director on occasion, such as dancer orientations and faculty meetings
  • Coordinate dancer placement, such as creating, distributing, and organizing placement checklists
  • Coordinating dancer evaluations such as creating, distributing, and organizing dancer goals, scheduling evaluation conferences, and sending evaluation conference notes to families
  • Maintain professional and productive lobby environment
  • Manage studio schedule including daily class schedules & rentals
  • Assist the Artistic Director in creating faculty schedules and coordinate substitute instructors as needed
  • Attend weekly meetings with the Artistic Director and Assistant Director regarding attendance and TPB dancer affairs
  • Coordinate Front Desk Staff schedule and tasks
  • Other duties as assigned including daily cleaning which is of paramount importance keeping all staff, students, and our community members in a clean, healthy, and safe environment
  • When live performance resumes: work backstage during performance weeks including taking attendance, coordinating volunteers, and assisting with set up and strike

Education & Experience:

  • Previous experience as a school registrar or similar role
  • Basic accounting skills
  • Proficient with Microsoft Office platform on Mac, specifically expertise in Excel
  • Experience with multi-line phone systems and phone etiquette
  • Comfortable and confident learning new database system
  • Performance art background, ideally ballet, is preferred


  • Strong written and oral communication skills
  • Exceptional work ethic, attention to detail, and organizational skills
  • Excellent stress and time management skills
  • Able to work independently and as a part of a team
  • Driven to go above and beyond
  • Able to climb ladders and lift up to 50 lbs

To apply for this position please send a cover letter, resume, and three references to jobs@theportlandballet.org. No phone calls please.

Applications due: May 14, 2021
Approximate start date: June 7, 2021


Interested Accompanists & Instructors may send resumes to our Artistic Director via email.

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