Office Coordinator

The Office Coordinator supports FWDC’s daily operations by providing front-desk service, onsite school administration and program-related administrative support. The role ensures accurate registration, payment processing and front-of-house coordination that supports both Operations and Programming.

Primary Focus:
Support daily operations through front-desk duties, onsite school administration, registration and payment processing, program documentation and administrative coordination with the Director of Operations and the Program Director.

Provide front-of-house service and administrative support, manage onsite school processes, coordinate payments and registrations, maintain accurate program and attendance records, support scheduling and studio rentals, and perform administrative tasks that support program and operations functions across FWDC.

• Manage onsite school registration, check-ins, payments and attendance tracking
• Maintain communication between students/parents, artists and instructors
• Support Artistic Director with onsite and outreach administrative tasks
• Collect attendance, demographics, survey data, and numbers served for onsite school, outreach programs, performances and other events
• Prepare quarterly Parkview data and documentation as directed
• Support Operations Director with contracting workflows by distributing forms and collecting signatures (not contract creation or negotiation)
• Greet students, families, guests and the public
• Answer phone calls, route messages, and support general inquiries
• Maintain front desk environment and reception space
• Provide accurate information on classes, schedules, and facility use
• Assist with public-facing communications, including basic announcements and event details (as directed)
• Track and record incoming revenue including payments and deposits
• Prepare deposit summaries and deliver deposits to bank as needed
• Create and send invoices for outreach, rentals and other program-related charges
• Support payroll processing by tracking and submitting teaching artist hours
• Print bi-weekly checks; assist with vendor payments and basic accounting data entry under direction of Operations Director
• Keep accurate records and documentation for program revenue and contractor hours

• Administer studio rental bookings and billing
• Maintain accurate calendars for program and space usage in coordination with the Arts Administrative Assistant
• Communicate scheduling changes to relevant staff, artists, and renters

• Send e-blasts or announcements as directed
• Maintain and update email and mailing lists
• Assist with basic website updates as directed
• Provide program-related information to Operations and Programming teams
• Maintain organized digital program files, records, and documentation

• Assist with FWDC public events and community-facing activities
• Attend and support FWDC performances and assist with ticket sales
• Coordinate volunteers for front desk and community events (excluding backstage production assistance)
• Track participation, surveys, and evaluation data

• Order office supplies and manage basic inventory
• Support procedural consistency based on Operations systems
• Maintain files and documentation in FWDC platforms
• Prepare outgoing mail and basic organizational correspondence

Reports directly to the Director of Operations. Collaborates closely with:

• Program Director (primary program coordination)
• Artistic Director (during onsite programming periods and performance preparation – informational/dotted-line coordination only)

• 1+ year experience in an administrative or customer-service role
• Strong written and verbal communication skills
• Ability to multitask and coordinate multiple priorities
• Good organizational and time management skills
• Proficiency with Google Workspace, Microsoft Office and general office systems
• Discretion with confidential information

• 25-30 hours per week
• Required
  
  Hours:
  
  Monday–Friday, 5:00–8:30 PM and Saturdays 8:30am to 12:15pm
• Additional flexible hours and occasional weekends based on needs