Operations Specialist, Community School of Performing Arts

Summary of position:

Maintains primary responsibility for student registration and records and related activities including calculation of faculty teaching hours for the Community School of Performing Arts (CSPA). Prepares and monitors CSPA department budget and analyzes and explains variances. Ensures CSPA is on track to meet financial goals. Reviews financial aid applications and serves on Financial Aid Committee. Work hours may include evenings and weekends.

Duties and responsibilities:

Registration:

• Provide cost analysis and recommendation for tuition pricing for newly established classes, camps, and workshops.
• Ensures the accuracy of all course data including tuition fees and faculty teaching hours. Ensures the security and integrity of student records in an effort to synchronize appropriate data for advancement use, as well as student billing for general ledger/budget purposes.
• Communicates with other departments such as Security, Production, Engineering, etc. to assist in the resolution of problems and sensitive issues as it relates to campus safety, emergency training, appropriate use of classroom/practice rooms, student ID's, parking access, and other student service needs that may arise.
• Maintains current knowledge of federal and state regulations relating to the maintenance of student academic records, including FERPA/privacy laws and standards relating to Social Security numbers, compliance with ACCPAS/NASM accreditation.

Budgeting:

• Develops CSPA budget including estimated tuition income, faculty payroll, and expenses, in consultation with the Dean and Budget analyst. Monitor actual results in comparison to budget, and reports and explains significant variances. Analyzes financial results compared to budget to determine whether goals will be met or outlook needs to be updated.  Interprets statistical data for decision-making and strategic planning.
• Monitors all faculty hours to ensure compliance with full-time status requirements, Affordable Care Act, and 403B qualification.
• Reviews all program tuition and expenses to ensure proper allocation. Re-classes revenue and expense items as appropriate to ensure a balanced budget. 

Enrollment:

• Maintains and analyzes enrollment and re-enrollment statistics and provides regular reports at the beginning of each semester to the Dean and Leadership team. Analyzes enrollment across all programs to ensure financial viability of all offerings.
• Monitor overtime staff work hours as requested during busy season. Review and approve timesheets, vacation, and sick time requests. 
• Reviews financial aid applications to ensure accuracy and completion. Works with finance to investigate all tax documentation and financial disclosures are legitimate. Reconcile all awards for reporting purposes. Coordinate correspondence to families regarding award notifications. Serve on Financial Aid Committee.
• Maintains records of enrollment in order to analyze trends and predict/project enrollment for coming year. Prepares and distributes reports from ASAP and other database systems as required, including weekly class rosters, student directories, payroll, financial aid, and enrollment reports, for Dean and others as deemed necessary.

• Manages the student record database and has primary responsibility of building course data into information systems such as registration software. Ensures the accuracy of all course data including tuition fees and locations.
• Manages special payment plans and maintains relationships with charter school affiliates, parent teacher associations, and arts-supporting organizations, in an effort to collect tuition payments, submit monthly invoices, and required documentation as needed for outside financial support. Interfaces with Accounts Receivable regarding tuition billing and monthly reconciliation.

• Performs related duties as requested or assigned.

Qualifications:

• Working knowledge of general office administrative procedures.
• Good analytical and organizational skills.
• Excellent interpersonal skills with proven commitment to quality customer service.
• Ability to deal with a wide variety of individuals in person, via telephone and in writing.
• Ability to plan, organize and handle multiple tasks, despite numerous interruptions.
• Capable of working well independently and in teams.
• High level of diplomacy, tact and discretion.
• Ability to maintain a flexible attitude and approach towards work assignments.
• Bachelor’s degree and two years of relevant work experience preferred. Experience may substitute for education.
• Ability to follow policies and procedures.
• Excellent oral communications skills.
• Good PC skills (word processing, spreadsheets, databases).
• Background in music and performing arts which may be obtained either as a student or through work experience. College degree or equivalent preferred.

Pay range for this position: $25.00 - $30.00 per hour

Salary : $25 - $30