Part-Time Office Coordinator

Part-Time Office Coordinator Mondays, Fridays & Saturdays

DMR Adventures is seeking a friendly, organized, and dependable Part-Time Office Coordinator to support our performing arts programs in Charlottesville, Virginia.

Founded in 2009, DMR Adventures is an award-winning performing arts academy offering musical theatre productions, classes, camps, after-school programming, and pre-professional training for young artists.

The Office Coordinator helps keep our front office and facility running smoothly while ensuring that students, families, staff members, teaching artists, and visitors receive accurate information and a welcoming experience.

This is a part-time, on-site position scheduled primarily on:

• Mondays
• Fridays
• Saturdays

Typical hours will be approximately
16-20 hours per week.

Some flexibility may occasionally be requested during registration periods, performances, special events, camps, or other high-volume program dates. Additional scheduling needs will be communicated in advance whenever possible.

The Office Coordinator supports front desk and facility operations, scheduling, enrollment, routine customer service, payment follow-up, and general office administration.

This position is responsible for carrying out established procedures accurately and professionally. The Office Coordinator should be able to work independently during assigned shifts, manage routine questions and tasks, and recognize when a matter should be referred to the Office/Production Manager or another member of DMR Adventures leadership.

The ideal candidate is welcoming, detail-oriented, calm under pressure, and comfortable working in an active environment serving children, teenagers, families, teaching artists, and production staff.

Responsibilities may include:

• Welcoming students, families, staff members, and visitors
• Answering routine questions about schedules, programs, registration, locations, and established policies
• Responding professionally to phone calls, emails, and in-person questions
• Helping families locate accurate information
• Directing complex, sensitive, or policy-related questions to the appropriate manager
• Supporting student arrival, check-in, pickup, and sign-out procedures
• Communicating routine reminders, deadlines, and schedule information
• Maintaining a calm, organized, and welcoming front office
• Documenting important questions, concerns, and follow-up needs
• Maintaining appropriate confidentiality when handling student, family, financial, or personnel information

The Office Coordinator is not expected to independently resolve major complaints, make policy exceptions, approve refunds, or make decisions involving significant financial, safety, or personnel concerns.

Responsibilities may include:

• Assisting families with routine registration and enrollment questions
• Reviewing registrations for missing information
• Maintaining accurate rosters, enrollment lists, waitlists, and contact information
• Following up on missing forms, agreements, conflicts, or required information
• Communicating registration deadlines and program requirements
• Updating staff members about enrollment changes
• Helping families understand available programs and the next steps in the registration process
• Referring placement, casting, scholarship, refund, or unusual registration questions to the appropriate staff member

Responsibilities may include:

• Updating calendars, schedules, rosters, contact lists, and shared documents
• Entering information accurately into established systems
• Assisting with room schedules, rehearsals, classes, meetings, and special events
• Identifying straightforward scheduling conflicts and communicating them to a manager
• Preparing routine emails, forms, spreadsheets, lists, and administrative documents
• Organizing digital and physical files
• Tracking assigned deadlines and outstanding tasks
• Following up with staff members or families when information is missing
• Assisting with copying, printing, scanning, filing, and supply preparation
• Using established templates and procedures to complete recurring office tasks
• Supporting administrative projects assigned by DMR Adventures leadership

This position supports existing systems and procedures. The Office Coordinator is not expected to independently design company-wide workflows, establish policies, or supervise the full administrative operation.

Responsibilities may include:

• Sending routine payment reminders using approved language or templates
• Answering basic questions about balances, payment schedules, or account activity
• Tracking outstanding balances and promised payment dates
• Documenting payment-related communications accurately
• Maintaining discretion when discussing financial matters
• Referring refund requests, disputed charges, scholarships, financial assistance, payment exceptions, and unusual account concerns to the appropriate manager
• Following established payment…