PROGRAM REGISTRAR

About the Role

This position’s primary function is to act as registrar for classes, including building classes within ArtsQuest’s ticketing system, reserving classroom spaces, and communicating with Teaching Artists and students about classes.

Responsibilities

• Class Administration and Customer Service:
  • Build ticketed classes, events, and other programs in AudienceView ticketing system.
  • Communicate with students via email and phone as needed for classes—this may include class cancellations, refunds, rescheduling, and assisting with registration.
  • Communicate class information, including registration rates and rosters, to Teaching Artists and staff.
  • Manage scholarship process—this includes awarding funds to approved recipients, assisting with class registration, tracking scholarship expenses, and processing refunds of unspent awards.
  • Generate routine reports on sales data and other information for Visual Arts & Education team, and for other teams within ArtsQuest, including marketing, PR, and web.
  • Monitor Visual Arts email account and provide customer service as needed.
  • Send routine email correspondence to Teaching Artists and Studio Artists as needed.
  • Assist with routine program evaluations.
• Camps:
  • Create sign-in sheets, rosters, and other documentation for camp.
  • Assist with check-in and check-out on-site as needed.
  • Communicate with parents via email and phone to assist with camp registration and other customer service needs.
• Administrative Support:
  • Reserve classrooms for all ticketed classes and other Visual Arts & Education events in Infor.
  • Maintain accurate records of independent contractors, including clearances and finance forms.
  • Attend committee meetings and take meeting minutes to be disseminated to committee members and staff.
  • Create contracts as needed.
• Other:
  • Provide on-site support at events including First Fridays, People’s Ball, Block Party, etc.

Requirements

• 2+ years Customer Service experience required; 1-2 years in Box Office helpful but not required.
• Associate’s or bachelor’s degree in business administration, arts administration, or relevant field preferred.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Excel, Word, and Outlook required.
• Experience with AudienceView or other ticketing software a plus.
• Ability to manage multiple ongoing projects.
• Ability to work independently and in a team setting.
• Ability to communicate frequently, both verbally and in writing, with other staff members, patrons, members, and Teaching Artists.

Physical Demands

• Regularly required to communicate, either verbally and/or in writing.
• Frequently required to stand; walk, stoop, bend, crawl, kneel; use hands to finger, handle or feel; and reach with hands and arms.
• Frequently required to lift up to 10 pounds, and up to 25 pounds occasionally, with or without reasonable assistance.
• Frequently required to travel between our facilities, using reliable transportation.
• Employee may occasionally be required to travel offsite for business meetings.
• Employee should have the ability to read, write and communicate in English; bi-lingual ability in Spanish or other language is a plus.

Schedule

This is a full-time coordinator-level position. Normal business hours are Monday through Friday, 8:30 a.m. to 5 p.m., however the employee must be willing and able to work outside normal business hours to support events and activities throughout the year as needed, including evenings, weekends, and holidays.

Travel is required between buildings, for off-site meetings and events, and is expected for this position. Employees should have a reliable means of transportation.

Working Conditions

• ArtsQuest offices are smoke-free.
• Ability to work harmoniously in a diverse office environment.
• Normal working environment is mostly indoors, however, the ability to work indoors and outdoors in all types of weather conditions during festivals and events is required.