Registrar

Studio in a School (Studio) is seeking a dedicated, organized, and collaborative administrator with an interest in art education to join our program team as the Registrar. Working closely with the Program Directors and Program Coordinators, the Registrar provides administrative and logistical support for the Residency Program team, serving as a liaison between Studio and its Residency Program educational partners and Artist Instructors. The Registrar maintains records of the Artist Instructors’ schedules, coordinates residency start-up with partner schools/CBOs, facilitates the process of Artist Instructor assignments, schedules planning meetings, and provides other administrative support. The Registrar primarily supports Residency Programs, with some cross-departmental work in the Early Childhood and Long-Term Programs as needed.

This position requires keen attention to detail, high-level professionalism, and strong interpersonal and organizational skills. Individuals with prior scheduling and administrative experience in education and/or a non-profit setting are encouraged to apply.

The Registrar will report to the Associate Director of Residency Programs. The Registrar position is a non-exempt, full-time position, and will be expected to become a member of United Autoworkers Union Local 2110.

About Residency Programs

Studio’s Residency Program helps students develop art making knowledge and skills so they can express themselves through the language of art and is available to all New York City public schools and community-based organizations. Our approach is rooted in the artistic process, focusing on exploration, discovery, and skill building in a variety of art media. Students learn that thinking like an artist means experimenting, looking closely, and finding creative solutions.

The program’s flexible nature helps schools meet their students’ needs through customized programs and curricula for all grades. We also offer specialized training in teaching practices and supports for multilingual learners and students with disabilities. This program is offered during the school day and after-school for grades Pre-K through 12. Schools choose two different media such as drawing, painting, printmaking, collage, or sculpture in a 14-week residency, which includes a professional development workshop. Each residency culminates in a final exhibition to celebrate and reflect on the students’ work and creative growth.

Primary Duties and Responsibilities

• Conduct outreach to partner schools to gather information on desired programming and school needs.
• Act as the first point of contact for schools interested in Studio in a School services. Quickly gain a strong understanding of the structure of Studio in a School programs and clearly communicate program details to potential partner schools.
• Communicate and coordinate with Studio’s partner schools/CBOs, the program team and Artist Instructors regarding teaching placements, Artist Instructors’ schedules, and related meetings.
• Oversee and ensure the logistics of scheduling each teaching placement and planning meeting, such as setting residencies’ day(s) of the week, entering data in MS Access database, sending placement confirmation emails to schools/CBOs, preparing meeting agendas, and sharing Zoom meeting invitations.
• Generate work orders and invoices, receive and track DOE purchase orders, and follow up with partners and the Finance Department to ensure all documentation is processed.
• Map out Artist Instructors’ schedules and confirm the placements in coordination with Program Directors.
• Organize and respond to Artist Instructors’ schedule changes with an ability to adjust in real time with the high level of professionalism.
• Generate and send out emails to Artist Instructors regarding the open residency assignments at partner schools/CBOs and other artist opportunities.
• Track Artist assignments for Residency Programs and other programs as needed.
• Follow through and follow up with internal and external partners in a timely manner. Handle phone calls and email inquiries from Artist Instructors, schools/CBOs, and other staff regarding schedules.
• Provide administrative and organizational support to the program team.
• Attend exhibition/networking/community events, as necessary.
• Actively participate in Studio’s performance evaluation system.
• Other duties and ad-hoc projects as assigned.

Desired Skills and Background

Education and Experience

• Bachelor's degree preferred.
• Minimum one to two years of scheduling and administrative experience, including experience in communicating and working with internal staff and external partners/stakeholders.
• Multiple years of work experience and customer service background preferred.
• Experience in education, nonprofit organization or related role preferred.
• Excellent written and verbal communication skills.
• High proficiency using Microsoft Suite, especially Excel and Outlook.

Personal Qualities and Habits of Work

• Commitment to the mission of Studio in a School.
• Self-motivation, assertiveness, positive demeanor and willingness to work in a collaborative team environment.
• Flexibility to work effectively with a wide range of personalities and working styles.
• Strong work ethic with an appreciation for deadlines. Adherence to project plans and following through.
  • Strong ability to set up efficient systems and processes to track various aspects of a program.
  • Ability to multitask and juggle competing priorities.
  • Skilled in direct, yet diplomatic communication. Organized and meticulous work habits. Adaptive and thoughtful in a fast-paced environment.
  • Willingness to persistently communicate via email, phone, text, etc.
  • Able to complete NYC Department of Education Fingerprint and Background Check Clearance upon employment.

Location

• We are currently working on a hybrid schedule. The Registrar will be asked to work at least 2 days per week in our office, though this schedule may shift and evolve.

Hours

• As a member of the administrative staff, the Registrar is expected to work from 9 AM to 5 PM each workday. Any schedule shift request must be requested in advance and receive approval from the supervisor.

Benefits

• Generous paid time off, Medical/Dental/Vision/Life Insurance, Pre-tax Medical Flexible Spending Accounts (FSAs) and Commuter Benefits, 403b Retirement Plan, Aflac supplemental benefits, and Employee Assistance Program (EAP), all pursuant to our union contract.

Salary

• Salary set pursuant to a union contract; the starting annual salary is $50,000.