Office Coordinator

Company Description

Fort Wayne Dance Collective (FWDC) is a nonprofit organization dedicated to engaging and inspiring individuals of all ages and abilities through diverse arts programming. Founded in 1978 by five visionary women, FWDC has fostered a strong foundation in dance training, emphasizing creativity, inclusivity, and accessibility for all. Guided by the belief that movement can transform lives, FWDC offers opportunities for participants to experience the empowering nature of rhythm and dance.

As a community-centered organization, FWDC values a supportive, non-competitive approach to education and the arts. Headquartered in Fort Wayne, Indiana, the organization continues to expand its mission of accessible artistic expression for everyone.

Role Description

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 Operations & Programs Director.

Status: Part-time Employee (estimated 25-30 hours per week, additional based on need)

Reports to: Director of Operations & Programs

Works in coordination with: Directors and staff

Supervises: None

Areas of Responsibilities

Program & Administrative Support

• 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 & Programs Director with contracting workflows by distributing forms and collecting signatures (not contract creation or negotiation)

Front Desk & Customer Service

• 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)

Financial & Administrative Processing

• 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 & Programs Director
• Keep accurate records and documentation for program revenue and contractor hours

Studio Rentals & Scheduling

• Coordinate private lesson scheduling
• 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

Communications & Information Management

• 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

Events & Public Engagement

• 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

Operational Support

• 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

Reporting Structure

Reports directly to the Operations & Programs Director. Collaborates closely with:

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

Skill & Qualifications

• 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
• Strong customer service orientation

Schedule

• 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