Community Engagement Registrar

Job Description

Job Description

Description:

 

POSITION SUMMARY

The Community Engagement Registrar provides administrative and operational support for Arena Stage's Community Engagement programs. Serving as the department's primary registrar, this position coordinates program registration and participant records while supporting financial processing, contracts, scheduling, and departmental operations.

Working collaboratively with Community Engagement staff and departments across Arena Stage, the Registrar helps ensure accurate records, timely administrative processes, and the smooth operation of Community Engagement programs and activities.

ESSENTIAL DUTIES AND RESPONSIBILITIESRegistration & Program Administration

• Coordinate registration for Community Engagement classes, camps, school programs, workshops, and other offerings.
• Maintain participant records, enrollment information, rosters, and related program documentation.
• Respond to routine registration inquiries and coordinate registration needs with appropriate Arena Stage departments.
• Maintain departmental calendars and coordinate classroom, meeting, and program space reservations.
• Maintain contact-hour and participation tracking using information provided by program staff.
• Compile registration and participation information for departmental and grant reporting.

Financial & Contract Administration

• Complete monthly department credit card reconciliation, including receipt collection, coding, and supporting documentation.
• Process and track invoices, vendor and contractor payments, staff and teaching artist reimbursements, and related financial documentation.
• Support payroll administration by maintaining pay schedule information and communicating required information to appropriate staff.
• Process and track contracts and required documentation for teaching artists, facilitators, vendors, and contractors.
• Maintain organized records of contracts, invoices, payments, and financial documentation.

Workshops, Tours & Department Operations

• Coordinate inquiries and administrative logistics for Community Engagement workshops and tours.
• Process client contracts and invoices for workshops and tours.
• Submit and track departmental space, Facilities, and Marketing requests.
• Maintain departmental files, forms, calendars, and shared administrative resources.
• Take and distribute notes for Community Engagement and interdepartmental meetings as assigned.
• Provide general administrative support for Community Engagement programs and activities.

Requirements:

 

QUALIFICATIONS

• 1–3 years of administrative, registration, nonprofit, education, arts administration, or related experience preferred.
• Strong organizational skills with excellent attention to detail.
• Proficiency with Microsoft Excel, Google Sheets, and other standard office applications.
• Comfort working with financial documentation, invoices, receipts, spreadsheets, and participant data.
• Experience with registration, CRM, ticketing, or database systems preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines within a part-time schedule.
• Ability to work collaboratively with colleagues across departments.
• Interest in arts, education, and community-focused work is preferred.

The Washington Drama Society, Inc., Arena Stage does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Human Resources at View email address on us.fitly.work or call View phone number on us.fitly.work.