School Administrator

School Administrator

Ballet Theatre of Phoenix

Ballet Theatre of Phoenix (BTP) is seeking a School Administrator to oversee the day-to-day administrative and financial operations of our ballet school in partnership with the School Director and other team members. This role serves as the organizational backbone of the school, ensuring that systems, schedules, payments, and communication run smoothly and consistently.

This is a full-time, salaried position, primarily weekday and daytime in structure.

About Ballet Theatre of Phoenix

Ballet Theatre of Phoenix is a well-established ballet school serving students from early childhood through advanced levels, as well as adult dancers. We provide high-quality classical ballet training in a professional, welcoming environment and are deeply rooted in the Phoenix arts community.

BTP also partners with Convergence Ballet, a professional ballet company that creates and presents new work in Phoenix. While the school and company have distinct missions and audiences, they share administrative infrastructure and collaborate on performances and special initiatives.

Our work is grounded, people-centered, and detail-driven. We value clarity, professionalism, and systems that support both artistic excellence and a positive family experience.

The Role

The School Administrator works closely with the Director of Ballet Theatre of Phoenix and Convergence Ballet and collaborates with an external accounting firm that provides higher-level accounting support.

This role is a hands-on operational position for someone who enjoys owning systems, solving practical problems, and keeping a school running well.

Key Responsibilities

School Operations & Administration

• Oversee daily administrative operations of the school
• Manage calendars, schedules, and internal systems to support classes, rehearsals, and events
• Serve as a primary point of contact for administrative questions from families, faculty, and staff
• Maintain accurate records and documentation related to students, staff, and school operations
• Provide coverage and support at the front desk as needed

Financial Operations (Front-End)

• Use QuickBooks and online bill pay to process transactions, checks, deposits, and payroll
• Manage student registration, tuition posting, and payment tracking using Jackrabbit, the school’s primary studio management system
• Respond to tuition-related questions from families and support accurate account setup and maintenance
• Monitor budget activity and flag concerns or irregularities for leadership review
• Prepare clear, accurate financial information for the external accounting firm
• Support tuition processing and payment tracking, including working with standard and program-based education payments
• Daily bookkeeping

Studio Rentals

• Serve as the primary point of contact for external studio rental inquiries
• Communicate with renters, coordinate scheduling, and ensure rentals are properly booked and documented
• Act as a professional ambassador for Ballet Theatre of Phoenix to artists and organizations using the space
• Support a welcoming, well-organized experience for community members engaging with the school

Systems & Process Improvement

• Maintain clear procedures for recurring administrative and financial tasks
• Identify opportunities to improve workflows, communication, and efficiency
• Ensure consistency and follow-through across school operations

Schedule & Structure

• Full-time, salaried position
• Morning to late afternoon or mid-day to evening (TBD structure)
• Occasional evening or weekend hours during peak periods such as performances, special events, or the need to fill in as a substitute teacher

Compensation

• Salary range to be determined, commensurate with experience and scope of responsibilities

Ideal Candidate

You may be a strong fit if you:

• Have experience in school administration, business operations, or arts organization management
• Are comfortable working with financial systems such as QuickBooks and payroll platforms
• Are detail-oriented, organized, and calm under pressure
• Communicate clearly and professionally with families, staff, and external partners
• Enjoy owning systems and ensuring things run smoothly behind the scenes
• Are adaptable and able to prioritize across multiple operational needs
• Strong proficiency in Excel or Google Sheets
• Strong proficiency in Google Suite

Experience in dance, arts education, or nonprofit environments is a plus, but not required.

Why This Role

The School Administrator plays a vital role in the stability and sustainability of Ballet Theatre of Phoenix. This position offers the opportunity to be deeply involved in the daily life of a respected arts organization.

For the right person, this is a chance to build strong systems, support an active artistic community, and help ensure that students, families, and staff experience a well-run, welcoming school.

Submit a resumé and references to jennifer@ballettheatreofphx.org

Pay: $40,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person