Coordinator, Program Registration and Operations

New Jersey Performing Arts Center - Newark, NJ (30+ days ago)4.3


The Coordinator of Program Registration and Operations will work in collaboration with the Senior Manager of Arts Education Business Operations to help develop, streamline, and maintain processes and systems for the arts education department with a strong concentration in program registration and database management. The position’s primary responsibility is to support the Senior Manager of Arts Education Business Operations to ensure organizational effectiveness while contributing to the development of departmental policies and practices.

Essential Duties and Responsibilities:
The duties of the Coordinator, Program Registration and Operations shall include:

Program Registrations (40%)

Coordinate Arts Education registration process for all department programs
Serve as the point person for registration related assistance and training for registrants and staff
Create and send contracts and invoices to schools and school districts
Create and send Arts Training tuition invoices to families
Track status to ensure full execution of contracts, invoices, proposals and agreements
Collect, execute, and track all purchase orders
Prepare financial aid requests for review by Senior Manager of Arts Education Business Operations
Monitor expenditure of subsidy funds for all financial aid
Collaborate with School and Community programs team to ensure accurate accounting for all Arts Education programs
Database Management (20%)

Update and maintain active Arts Education databases, including Salesforce, to focus on more accurate and thorough departmental statistics
Process invoices and enter ticketing for the SchoolTime performances in the Archtics system
Operations (40%)

Collaborate with the Senior Manager of Art Education Business Operations to identify and implement opportunities to improve processes for the department
Coordinate and ensure complete onboarding for Arts Education faculty
Support Senior Manager of Arts Education Business Operations to ensure departmental timelines and deadlines are met
Reconcile monthly general ledgers with departmental expense sheets
Ensure departmental expense sheets are up to date
Coordinate with finance department to reconcile general ledger entries to ensure accuracy
Reconcile tuition payments with finance department
Coordinate with finance to ensure accurate AR and AP systems
Perform other duties necessary to support the effectiveness and efficiency of the Arts Education Department

Qualifications
Bachelor’s degree required in business related field
At least two (2) years administrative experience
Independent creative thinking and problem solving skills
Strong research and oral/written communication skills
Computer proficiency, especially Microsoft Word, Excel and PowerPoint required
Ability to learn various computer platforms; experience with Salesforce a plus
Strong interpersonal skills and ability to work and communicate effectively and respectfully with others
Excellent organizational skills and attention to detail
Deep appreciation for the arts and education
Ability to deal professionally with a diverse constituency
Ability to effectively communicate the goals and concepts of the Arts Education Department
Ability to work flexible hours, evening and weekends as needed
Willingness to take on additional responsibilities as requested
No phone calls please. Please e-mail résumé, cover letter, and salary requirements to [email protected] (be sure to note the job title in the subject line of your e-mail). Resumes without salary requirements will not be considered.

We thank you for your interest in working for NJPAC. Once submitted, your résumé will be reviewed, and if your background fits our needs, someone from our office will contact you for an interview.

NJPAC is an Equal Opportunity Employer