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Job Description
School Administrator


Title: School Administrator

Classification: Exempt - Administrative

Status: Full-time Salaried

Reports To: Operations Manager


Position Summary

The School Administrator (SA) is the first point of contact at The VIVA School of Dance, and is responsible for stabilizing the school’s smooth delivery of programming and ensuring optimal clarity and support in communication and record keeping. The SA ensures students, families, and guests are well-informed and attended to, and they provide organized and well maintained administrative management in support of the operational function of the school.


The SA fosters nurturing relationships with students, contributes to important conversations regarding student development, acts as a role model, and provides on-site support and guidance to students as needed. The SA must be an effective communicator, a good listener, and maintain a friendly, outgoing demeanor to all stakeholders. The position requires independent thought and discretion, the ability to assess situations, their importance and impact to the school community and the ability to work cooperatively with existing school departments and partners.



  • Manage School student management systems to ensure accurate data, efficient processes, and timely communication related to student enrollment and auditions (including student registration, scholarship agreements, performance ensemble contracts)

  • Process student enrollments according to established procedures

  • Maintain student files in database 

  • Manage and track student attendance records (including formal attendance reports for bi-annual student meetings)

  • Greet and manage the incoming needs of students, families and all other school guests (including answering phone, e-mail, and on-site inquiries)

  • Understand all policies and procedures documented in the school handbook

  • Anticipate and respond to potential student and parent/guardian questions regarding programming, school calendar, auditions, inclement weather, directions, parking and student performances and events)

  • Respond to customer inquiries promptly and respectfully via phone and email

  • Ensure all inquiries are documented via email and tasked to appropriate staff

  • Manage school inquiries and audition registration process

  • Communicate school updates, emergency closings and other necessary information to parents/guardians and students via email and other outlets as determined by Directors

  • Maintain, publish, and distribute necessary student policies, procedures, and performance documents

  • Prepare print materials for all school events (to include annual student orientation, new student orientations, faculty orientation, performances, etc.)

  • Manage technology procurement

  • Track student purchases and manage payment process  (as it relates to additional resources outside of student scholarship)


  • Track  and confirm payroll for 1099 contractors

  • Submit staff expense reports to Operations Manager according to the monthly reporting schedule

  • Manage office and facilities inventory purchases 

  • Report lost or misplaced company property to Operations Manager

  • Keep accurate records and prepare written reports as required by other departments

  • Collect & appropriately distribute school mail

  • Provide general administrative support to programming staff, accounting and bookkeeping

  • Provide general event and production support (all school-wide events)

  • Contribute to important conversations regarding student development and on-going VIVA School support 

  • Provide project support for annual appeal letter and other fundraising initiatives as requested


  • Ensure school facility is clean and organized (including compliance with The VIVA School Health & Safety Protocol during the COVID-19 pandemic to include any future operating conditions)

  • Ensure the school front desk and office are stocked with relevant school materials (including audition promotions, program materials, important school communication documents)

  • Print and post daily school program schedule 

  • Ensure studios are clean and prepped for classes or intended use

  • Report studio equipment and maintenance issues to Operations Manager

  • Support seasonal taping of studio floors in coordination with Artistic Director and Operations Manager

  • Maintain a document detailing how studio equipment is used and ensure there is one in every studio near the stereo that corresponds with that studio

  • Organize and maintain storage closet in coordination with Wardrobe Supervisor

  • Track all school property and report lost or stolen items

  • Collect lost and found items

  • Make recommendations for process and procedural refinement in support of on-going efficient and accurate documentation


(the knowledge, skills and attitudes required for satisfactory job performance)



The incumbent must have proficient knowledge in the following areas:

  • office administration

  • studio maintenance

  • technology proficiency in google suite, zoho and microsoft programs

  • an understanding of policies and procedures

  • an understanding of the local cultural and political environment



The incumbent must demonstrate the following skills:

  • organizational and multitasking skills

  • effective communication and interpersonal abilities

  • team building

  • analytical and problem solving skills

  • decision making skills

  • writing skills

  • effective verbal and listening communications skills

  • computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs at a highly proficient level

  • stress management skills

  • time management skills



The incumbent must maintain strict confidentiality in performing the duties of the SA. 


The incumbent must also demonstrate the following personal attributes: 

  • a standard of excellence

  • honesty and trustworthiness

  • harness emotions productively

  • reliability

  • a willingness to accept responsibility for the impact of one's actions

  • a commitment to a process of learning

  • flexibility

  • intentionality in thought and action

  • sound work ethic

  • an openness to new ideas

  • work collaboratively

  • model contribution, celebration and ability to uplift



(the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent including the frequency and duration of occurrence of physical demands, environmental conditions, demands on one’s senses and mental demands)



(the nature of physical effort leading to physical fatigue)

The SA  will have to spend long hours sitting and using office equipment and computers, which can cause muscle strain.  The SA may also have to do some lifting of supplies and materials and costumes (up to 50 lbs).



(the nature of adverse environmental conditions affecting the incumbent)

The VIVA School is a busy facility. The SA may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of constituents. The SA may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.



(the nature of demands on the incumbent’s senses)

Sensory demands include use of the computer, which may cause eyestrain and occasional headaches. The Office may be noisy and busy making it difficult to concentrate.



(conditions that may lead to mental or emotional fatigue)

The SA will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.


This job description is not an exhaustive list of responsibilities, duties, skills, efforts, requirements or working conditions associated with the position. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.  



The functionality of the role is site specific and requires physical presence at The VIVA School or any other location indicated by Directors.

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