Registrar - Part Time

West Hartford Art League; West Hartford (CT); On-site; USD 42,000 - 62,000; Full time

Job summary

The West Hartford Art League is seeking a Registrar to coordinate classes, scheduling, registration, and communications with instructors and students. This role supports education programs and requires careful data handling and customer service.

Key duties include maintaining student records, processing registrations, updating ProClass memberships, and assisting with website updates on Squarespace. Some evenings and weekends may be required for exhibitions and events.

Qualifications

• 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.

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.
• Membership: Update memberships in ProClass as they come in and take payments and apply to accounts.
• Class Management: Schedule classes, input/make changes into ProClass, send contracts to instructors, and manage pricing in Excel.
• Website: Update Squarespace in relation to education programs.
• Programs and Events: Support planning, implementation and staffing of regular programs and fundraising events.

Skills

Organizational skills

Communication skills

Multitasking

Data entry

Education

Arts/nonprofit experience

Tools

ProClass

Squarespace

Job description

The West Hartford Art League is looking for a Registrar to join our team and help keep our vibrant education programs running smoothly! This position plays an important role in coordinating our classes and workshops, including scheduling, registration, communication with instructors and students, and other education related administrative tasks. Knowledge of ProClass and Squarespace is a plus.

If you’re organized, detail-oriented, personable, and passionate about the arts and arts education, we’d love to hear from you!

Visit our website for the full job description: https://www.westhartfordart.org/contact.

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.

Membership: Update memberships in ProClass as they come in and take payments and apply to accounts.

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.

Qualifications

• 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.