Registrar & Gallery Assistant

Our Mission:

The mission of Main Line Art Center is to inspire and engage people of all ages, abilities, and economic means in visual art through education, exhibitions, and experiences.

 

About Main Line Art Center:

Main Line Art Center has been our community’s home to discover, create and experience visual art since 1963. A frequent recipient of “Best of” awards for its high-quality art instruction, galleries and curation, the Art Center’s visual art classes, contemporary and innovative exhibitions, certificate programs and open studio opportunities are widely known and admired for stimulating creativity, conversation, community and joy.

 

Main Line Art Center offers classes for all ages, abilities and economic means, spanning traditional to contemporary forms, and uniformly held to the highest level of excellence. In 2015, Main Line Art Center received the Commitment to Cultural Access Award from Art-Reach for the Center’s Accessible Art Programs, now in their 54th year, for children and adults with disabilities. Additionally, the Art Center grants over $12,000 in need-based scholarships annually. Last year we inspired 21,000 people at Main Line Art Center and touched the lives of over 78,000 through community programs.  Throughout the year, Main Line Art Center also presents forward-thinking contemporary art exhibitions in our galleries, which celebrate our community of artists and feature emerging and established artists whose work serves as a source of inspiration and intellectual dialogue.

 

Position Summary:

Main Line Art Center seeks a creative, energetic full-time Registrar to provide administrative support to the Education & Exhibitions departments of the Center. This multi-faceted position requires a poised and professional demeanor in-person and on the phone, as the Registrar is the first point of contact with all members of the Center. The Registrar must maintain an exemplary sense of professionalism and the ability to proactively problem solve. Familiarity with CRM databases and business administration experience is paramount, as the Registrar provides key operational support to the organization.

 

Essential Duties and Responsibilities:

 

Visitor Services:

• Provides day-to-day administrative support for the organization: greets visitors, handles incoming calls, schedules vendors, checks and sorts mail, orders supplies and maintains office equipment and space to help ensure the Center is fully functional
• Addresses daily teaching artist needs and concerns
• Advocates appropriate class selection to students to ensure a productive and satisfying client experience
• Promotes teachers, exhibitions, classes and other offerings to community constituents
• Provides student, guest and other feedback to staff
• Manages the default operator voicemail
• Updates and maintains mailing lists
• Supports other administrative functions as needed
• Assists with special events, parties and rental programs
• Manages interdepartmental; communication: fielding inquiries to the appropriate department

 

Registration & Database Management:

• Processes registration for all classes, trips and other activities
• Processes all refunds and refund requests
• Manages class cancellations and notifications
• Leads scholarship selection committee, notifying recipients and tracking distribution/use
• Records all artwork inventory, event vendor information and processes art sales
• Acts as an artistic resource and can knowledgeably speak about the artwork currently on view in the galleries
• Creates database reports for departments organization-wide
• Maintains all constituent records in Art Center Canvas database
• With Night and Weekend registrars, enters all class information in database to create online class listings

 

Operations:

• Distributes art model checks and oversees the art model list for studios
• Ensures all information (on the answering machine, signs, and bulletin boards, and office calendar) are all current
• Gathers supplies as needed for special projects

 

Qualifications:

The ideal candidate will be highly-motivated and hardworking with the ability to handle whatever task is put before them with efficiency and an attention to details. Previous experience with registrations or collections management, an appreciation for organization, and the ability to carefully manage time and meet deadlines are essential. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions

 

Experience:

• Bachelors’ Degree or equivalent; and 2 years of related experience in an administrative position working in customer service and database management
• Advanced understanding of MS Office (particularly excel and Outlook)
• Experience managing large constituent database systems required (familiarity with Art Center Canvas preferred).
• Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.

 

Physical Requirements & Working Conditions:

Must be able to remain in a standing or stationary position for extended periods of time, operating a computer and other office productivity devices such as a calculator, telephone, and copy machine. Must be able to adapt to high pace environments occasionally moving/lifting lightweight equipment and other work-related objects up to 25lbs. May have to occasionally work late nights, weekends and in outdoor weather. Must adhere to the center’s rigorous Covid-19 safety protocols including but not limited to wearing a mask, social distancing, and sanitizing common areas. Main Line Art Center is an equal opportunity employer committed to DEI. Diverse candidates are strongly encouraged to apply.

 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.