Overview:
The Registrar manages student records, handles enrollment/registration, ensures data accuracy, communicates policies, and processes data (like fees, attendance, or program sign-ups) while maintaining confidentiality, often using databases, and ensuring compliance with regulations. Key duties involve front-line service, database management, coordinating logistics, and supporting program goals with meticulous record-keeping.
Key Responsibilities
- Record Management: Maintain accurate, confidential records for participants/students, including registration data, membership status, contact info, payment status, attendance, and history.
- Communication: Answer phones and emails related to registration and class questions, membership and forward others to the appropriate department.
- Registration & Enrollment: Process new registrations, manage waitlists, handle cancellations, and ensure all necessary paperwork is complete.
- Data Integrity: Enter and manage detailed data in databases, ensuring accuracy for reporting and operations.
- Communication & Service: Act as the main point of contact, answering inquiries via phone/email, providing program details, and guiding people through processes.
- Coordination: Work with other departments to align processes and resolve issues.
- Compliance: Keep records in line with relevant laws and organizational policies.
- Reporting: Generate reports for management and program leaders.
- Membership: Update memberships in ProClass as they come in and take payments and apply to accounts.
- Weekend workshops: Schedule weekend workshops with the Executive Director. Check that workshops are not held during weekend classes. Make sure all class rosters have phone numbers and emails on them for class cancellation purposes.
- Class Management: Each semester, work with the Executive Director to schedule classes and input/make changes into ProClass. Send contracts to instructors prior to semester start dates. Input any changes to copy and upload new images if pertinent on website and in ProClass. Ensure correct course prices are listed using the pricing formula in excel. Cancel any classes with low enrollment. Send out class lists to instructors a week before start of class. Check schedule and send new list if there are new registrations. Process refunds and withdrawals as needed and in accordance with our policies. Prepare teachers’ pay and share with ED and Bookkeeper to cut checks.
- Website: Update our website (Squarespace) in relation to education programs.
- Programs and Events: Be on hand to assist with the planning, implementation and staffing of our regular programs, as well as 2 major fundraising events.
- Other duties as assigned.
- Strong organizational skills and exceptional attention to detail.
- Experience with administrative, registration, scheduling, or customer service responsibilities
- Experience in an arts, education, nonprofit, museum, or gallery setting is a plus.
- Comfortable working with registration databases (ProClass), websites (Squarespace), spreadsheets, email, and basic office technology.
- Strong communication and interpersonal skills, with the ability to interact professionally and courteously with students, parents/guardians, instructors, artists, members, and the public.
- Ability to manage multiple priorities, meet deadlines, and work independently while also collaborating effectively with a small team.
- Ability to maintain confidentiality and exercise discretion when handling student and customer information.
- Comfortable handling payments, registration transactions, refunds, and other routine administrative tasks.
- Ability to work occasional evenings and weekends for exhibitions, special programs, and organizational events.
- Ability to lift and carry up to 50 pounds, including art supplies, boxes, classroom materials, and other items as needed.
- Bilingual or multilingual skills are a plus.
- Monday, Wednesday, and Friday: 9:00 AM – 2:00 PM, with the opportunity for more hours as business needs arise.
- Occasional weekend or evening hours, as scheduled.
- Availability to work two major events per year: one event occurring during the first six months of the year and one event during the last six months of the year. Some flexibility may be required around exhibition installations and openings, special events, or other organizational needs.
- This position is part time and budgeted for $20-22 per hour for 12-15 hours per week.
- Optional participation in a Simple IRA retirement plan with an employer match.
- One free WHAL art class per year, subject to availability.
- One week of paid vacation annually.
