Registration Assistant
Classification: Regular Full-Time, Non-exempt
Reports to: Registrar
Location: Snowmass Village, CO
OUR DREAM
This role operates as the central point of many Ranch operations and will have the responsibility of ensuring outstanding guest interactions, facilitating the smooth flow of the registration process, and contributing to our organization’s mission of promoting art and creativity within the community. A contributing team member will be dependable, flexible and adaptable; taking ownership of the day-to-day registration processes. Other expectations include availability on weekends and evenings especially during the summer months to assist with events, a keen eye for detail and follow through. We are looking for someone who thrives in an administrative, front-facing role and is happy to get involved in a wide variety of people and registration-related tasks.
About:
Anderson Ranch Arts Center is a year-round visual-arts not-for-profit, tax-exempt organization with a 55-year history of providing transformative experiences that celebrate artists, art-making and creative dialog, at the intersection of craft and the global contemporary art world. Anderson Ranch brings together both aspiring and internationally renowned artists who come from across the country and around the world to test new ideas, explore new disciplines and techniques, hone their art-making skills, engage in meaningful dialog and connect with thought leaders in the artistic community.
Anderson Ranch’s campus is an artistic community nestled among the pristine peaks of the Rocky Mountains. The Ranch campus consists of 14 buildings providing 55,000 square feet of facilities including eight studio buildings, a gallery, a lecture hall, café, store, administrative offices, a student dormitory, as well as residential apartments and cabins. State-of-the-art equipment allows cross-disciplinary experimentation within the mediums of ceramics, woodworking, photography, digital fabrication, painting, sculpture and printmaking. The campus is an oasis of renovated 19th-century cabins and barns that sit alongside contemporary designed buildings, all within the renowned cultural and recreation communities of Aspen/Snowmass, CO, and the Roaring Fork Valley.
Anderson Ranch cultivates a culture of experimentation and collaboration, offering world-class art-making facilities and equipment across diverse mediums, experienced visiting faculty and access to the highest quality staff.
Mission:
Anderson Ranch’s mission is to enrich lives with art, inspiration and community.
We achieve this by offering:
- Workshops: Providing intensive 1-3-week workshops for artists of all levels and all ages that both improve technical art-making skills and provide transformative experiences for art makers.
- Advanced Mentoring Programs: Offering three-year mentoring programs that advance artistic practice and careers in the arts.
- Artist Residencies: Providing 5 and 10-week long juried Artists-in-Residence programs, which give emerging and mid-career professional artists the time, space and resources to develop new work using our world-class facilities.
- Visiting Artist Experiences: Providing flexible and unique curated experiences to support established national and international artists seeking a retreat to experiment in new mediums or with new techniques and ideas, supported by our staff.
- Anderson Ranch Editions: Artists are invited to work with our professional staff in our studios to make prints or multiples in traditional and cutting-edge processes.
Community Engagement: Hosting lectures, discussions, seminars and special events which build a community that appreciates, understands and supports art-making within the global contemporary art world and the human experience for both Anderson Ranch guests and the local community.
Work Culture:
- Changing Lives and Changing the World Through Art: We care about people and helping them improve their lives. We enable people to learn and grow, personally and professionally, in a challenging and supportive environment. We meet people where they are and help them reach their goals.
- Culture of Diversity & Inclusion: We learn from diversity and it makes us stronger. At the center of our mission is helping people find their whole selves in their artistic practice. We strive to live the same values in our professional lives. That includes actively embracing diversity of age, race, class, ethnicity, sexual orientation, gender identity, physical or mental ability, as well as background and experience. We approach our work thoughtfully, learn from each other and share a commitment to inclusivity.
- Rigor & Excellence: We provide the best possible experience for our community of guests, including faculty, interns, students, residents, visiting artists, volunteers, supporters and staff. We demand the best from ourselves and each other.
- Culture of Critique: We believe in a “Culture of Critique” where we offer and receive honest feedback and support each other in learning and improving.
Culture of Results, Connectivity and Collaboration: We prioritize excellence at Anderson Ranch by being available when needed, by being open, working collaboratively, welcoming feedback, and getting work done efficiently, effectively and on time.
Position Summary:
The Registration Assistant provides support to the Registrar in all aspects of matriculation of students for summer workshops, January Studio Concentrations, fall and spring after-school workshops, and destination workshops, as well as any additional programs that may be added. This requires great attention to detail, excellent customer service skills, and an ability to work under pressure.
Core Responsibilities
- Registration Processing: Assists with registration process from start to finish including but not limited to: processing registrations from multiple areas (mail, fax, phone, online, in person), processing cancellations, transfers and waitlists, entering data accurately and in a timely fashion to the database, administering workshop scholarships, including: sending out acceptance and rejection letters, tracking allocation of funds, processing declines and offers to alternates.
- Payment Processing and Tracking: Maintains accurate payment records, including invoicing, scholarships, payment plans, gift certificates and discounts. Manage accounts receivable including credit card charges, payments by cash and check, payment records, collection, billing and refunds.
- Record Keeping: Maintains accurate and up-to-date records that include class lists, meal plan lists, housing assignments, payment reports and attendance numbers. Organizes and inputs registration records, works to maintain the custom-built website registration program that syncs with the primary database; records and monitors updates to records. Responsible for helping to maintain the check log and working collaboratively with Operations and Development.
- Customer Service: Provides excellent service to ensure high levels of customer satisfaction. Cultivates an inviting and informative atmosphere for all visitors. Offer guidance in navigating to the Ranch and workshop needs. Ensures that all customer complaints and requests are reported and addressed in a timely and professional manner. Provides support and has availability on weekends during the summer months. Assists with coordination and communication related to registration including but not limited to workshops, housing and general questions.
- Communication: Supports the communication of essential information to administrative and artistic staff as well as students. Produces class lists, assistance in student housing assignments and compilation of enrollment and overdue payment reports. Produces weekly attendance numbers and works with the Housing Department to assure accuracy of student occupancy numbers. Supports the review and revision of the registration handbook, student registration confirmation emails, the student handbooks and the registration section of the website. Assists in checking the accuracy and completeness of these materials working in collaboration with the Artistic and Operations Staff.
Expected Skills & Qualifications:
- Excellent verbal and written communication skills.
- Registration, reservation and money handling experience preferred.
- Organizational skills and attention to detail to manage multiple tasks efficiently.
- Customer service-oriented mindset with a friendly and approachable demeanor, with the ability to fairly resolve disputes and complaints.
- Ability to work collaboratively within a team and adapt to a dynamic environment.
- Thorough understanding of or ability to quickly learn the database and administrative software.
- Flexibility, motivation and a proactive approach to taking on new challenges.
- Ability to keep confidential information secure and private.
- Proficient with technology including Microsoft Office Suite, Mail Merging and Database Management.
Education and Experience:
- High school diploma or equivalent; some college coursework or experience in art, arts management, hospitality, or related fields is a plus.
- At least five years of experience in customer service and money handling experience preferred. (Registration experience is a plus.)
Staff Community Responsibilities:
- Community Outreach Leader: All staff members are expected to build and lead partnerships with community organizations as they relate to their area of responsibility, and to actively support the outreach efforts of other team members.
- Engaged & Supportive Team Member: All staff are expected to support colleagues and engage in the programs and events of the Ranch by attending lectures, artist talks, fundraising events, and community wide events and being available to jump in and help make them a success.
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- Support Major Fundraising & Community Events: All staff are expected to support the major annual events that engage the public and fundraisers. These are “all hands on deck” efforts and all staff are expected to participate in ways outside their normal professional functions to make them a success from set-up, to execution, to tear down.
- Professional & Personal Development: Continuing to learn and improve is a job requirement of all staff. Team members are expected to be growing, learning, and improving in their artistic and professional lives.
- Brand Ambassador: All team members are expected to comport themselves in a manner that is fitting with the organization; represent the Ranch both on and off-campus, as well as online and on social media, keeping in mind that positivity and professionalism are respected and appreciated.
Physical Requirements:
- Sedentary work that primarily involves sitting/standing.
- Light work that includes moving objects up to 20 pounds.
- The employee frequently is required to stand, walk and reach with hands and arms.
- Typical tasks as required to actively work in art studios/facilities in a historic building space with uneven surfaces, stairs, gravel walkways, etc.
Other Duties:
- The descriptions above are intended to describe the general nature and level of work being performed in this role. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the role.
- All personnel are required to perform duties outside of their normal responsibilities from time to time, as needed.
- This role requires a flexible schedule including evening and weekend hours as needed, and particularly intense time demands in the summer months.
This job description may be changed or updated at any time throughout employment.
Compensation & Benefits:
- Base Pay Rate: $22 – $26
- Company paid medical insurance, option to add additional family
- Company paid HSA contribution
- Long- and short-term disability insurance
- Life insurance
- Paid Time Off – Up to 22 days during first year of service
- Paid Sick Leave
- Sabbatical Leave
- Professional/continuing education support
- Retirement plan 403(b) match
Employment requires successfully passing the pre-employment Background Check.
All inquiries and conversations will remain strictly confidential.
NOTE: The above is an abbreviated representation of benefits defined in the Employee Handbook, which governs all employment terms. No other verbal or written exceptions to those terms are honored without a written directive by the President and Chief Executive Officer and signed by the Chair of the Board of Trustees.
How to Apply:
Please send a cover letter and resume to hr@andersonranch.org
Anderson Ranch is an equal opportunity employer committed to diversifying its workforce.
