The Registrar is an integral part of the ARAS team. This person acts as the first point of contact for students at the School, whether by phone, email, or in person. The role entails providing a personalized approach to customer service and ensuring that students have a positive administrative experience at the School. The main duty associated with this position is the student registration process. However, as part of a team, duties may overlap with other roles in the School’s administration.
Ensure the proper and smooth operation of the school’s registration process.
Manage the registration process in the database and enter all relevant information.
Oversee & maintain all registrations via phone, e-mail, mail and in person. This includes ensuring proper documentation and information has been collected and confirmations have been sent to students.
Maintain and manage, holds, waitlists and class numbers.
Communicate on a regular basis with any administrators, issues that arise from registrations, school policy issues and student communications.
Communicate with students regarding any cancelled classes and upcoming holiday reminders, if needed and following up with holds and wait lists.
Handle withdrawals and transfer.
Assist in mass emails to students.
Put together welcome letters, confirmation emails, and material lists for each term.
Follow up with pending registrations.
Ensure all class lists are printed, copies made and distributed to the appropriate instructors.
Update class lists and correspond with instructors as students register late, withdraw or transfer.
Answer and deal with any school policy questions and assist in handling student feedback.
Assist in Coordinating Bring a Friend days and Workshops, when needed.
Promote the school and its courses in person, via e-mail and in person.
Arrange and give tours of the school when necessary.
Respond to and manage the Registrar and Contact Us email.
Assist in preparing all mailing lists for external mailings and mail drops.
Prepare revenue reports and set up payment plans and reconcile future payments and outstanding payments.
Ensure the proper online filing of forms.
Process birthday party registrations, send invitations and welcome letters.
Communicate with the website editor any full or cancelled classes.
Assist with the execution and calculation of all surveys and reports, if needed.
Assist in the organization and promotion of special events and Open Houses.
Assist in the classroom or monitoring young students in emergencies.
Other administrative duties, when necessary.
You are detail oriented and customer focused with:
Post-secondary education, preferably in arts administration.
Practical experience in a similar employment environment (preference will be given to candidates with some experience in arts administration).
Knowledge of working with a database, FileMaker Pro, and the Mac platform.
Familiarity with the arts and/or art courses and materials.
Strong interpersonal and customer service skills.
A friendly, out-going and articulate personality.
An aptitude for multi-tasking, with strong organizational skills.
This is a full-time position, working Monday-Friday, with some early evening hours and the possibility of occasional weekend work. The job will commence immediately, with a paid training period.
Please send your resume and cover letter to the School’s Director at workwithus[at]avenueroadartsschool.com