Education Administrative Specialist -- Registrar

Summary Description

Grounded in the belief that the arts have the power to positively transform individuals and communities, the Education Administrative Specialist plays a key role in supporting Des Moines Performing Arts’ education and community engagement programs. This position primarily serves as the first point of contact for participants, school contacts, and families, providing exceptional customer service, managing registration and ticketing processes, and ensuring smooth, welcoming access to a wide range of educational experiences. The role also provides essential administrative support to the education team.

This position is hourly, working between 30-40 hours a week dependent upon the event schedule and season.  Applicants must be ok with hours fluctuating throughout the year.

Essential Functions and Responsibilities

• Process ticketing, invoices, exchanges, and payment collections for school matinee performances
• Process registrations and manage payment collection for workshops, master classes, summer camps, and other program areas
• Manage waitlists, including communication with waitlisted families/groups and make offers as space becomes available
• Oversee need-based scholarship processes, including reviewing applications, tracking awards, and managing communication with recipients, families, and transportation provider(s)
• Provide exceptional customer service to families and schools, responding promptly to inquiries
• Create and maintain accurate, accessible documentation to support student safety and well-being, including nametags, allergy and medical lists, approved parent/guardian pick-up lists, and other related records
• Track education and engagement program statistics within internal systems for use in fundraising and institutional communications
• Review and clean data within ticketing and other registration-related databases to ensure accurate constituent records and functionality
• Build education events in Tessitura as identified.
• Act as the primary calendar contact for internal room reservations and education space scheduling
• Place and manage snack and catering orders for camps, workshops, and education events, including coordinating delivery or picking up as appropriate
• Oversee program supply inventory and ordering, ensuring essential materials are well-stocked and available for daily operations and special events; proactively identify restock needs and coordinate one-off purchases as needed
• Actively work to create efficiencies within daily processes
• Other duties as assigned

Education/Experience Requirements

• Background in arts administration, education, business, or a related field, gained through a combination of professional experience, training, or formal education.
• Minimum of 2 years of experience in administrative support, customer service, event coordination, or registration management
• Experience working in educational, nonprofit, or performing arts settings preferred
• Familiarity with registration or ticketing platforms (e.g., AudienceView, Tessitura, or similar systems) is a plus
• Experience handling confidential information with discretion and professionalism
• Demonstrated ability to work effectively with diverse populations including students, families, educators, and colleagues

Critical Success Competencies

• Possess a universal respect for views, ideas, backgrounds, attributes and appearances that are different than your own
• Outstanding interpersonal and communication skills, both written and oral; works well with team members and is willing to assist others
• Detail-oriented with high degree of accuracy and efficiency
• A high degree of customer service orientation
• Strong initiative and ownership of responsibilities
• Time management skills; is organized and able to follow through on priorities
• Strong organizational and analytical skills
• Computer skills using programs similar to Microsoft Office, Excel, databases and other software programs