Registrar - Part Time

About the role

The Registrar manages student records, handles enrollment and registration, ensures data accuracy, communicates policies, and processes data (such as fees, attendance, or program sign-ups) while maintaining confidentiality. This role involves front-line service, database management, coordinating logistics, and supporting program goals with meticulous record-keeping.

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, class questions, and membership; forward other inquiries 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, process payments, and apply them to accounts.
• Weekend Workshops: Schedule weekend workshops with the Executive Director, ensure no conflicts with weekend classes, and verify class rosters include phone numbers and emails for 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.
  • Update website and ProClass with changes to copy and new images as needed.
  • Ensure correct course prices are listed using the pricing formula in Excel.
  • Cancel classes with low enrollment.
  • Send class lists to instructors a week before the start of class and update as new registrations come in.
  • Process refunds and withdrawals in accordance with policies.
  • Prepare teachers’ pay and share with the Executive Director and Bookkeeper to cut checks.
• Website: Update the organization’s website (Squarespace) in relation to education programs.
• Programs and Events: Assist with the planning, implementation, and staffing of regular programs, as well as two major fundraising events.
• Other duties as assigned.

Requirements

• 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 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.

Schedule

• 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 during the first six months and one during the last six months of the year.
• Some flexibility may be required around exhibition installations, openings, special events, or other organizational needs.

Pay

This part-time position is budgeted for $20–22 per hour for 12–15 hours per week.

Benefits

• 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.