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 SupportManage onsite school registration, check-ins, payments and attendance trackingMaintain communication between students/parents, artists and instructorsSupport Artistic Director with onsite and outreach administrative tasksCollect attendance, demographics, survey data, and numbers served for onsite school, outreach programs, performances and other eventsPrepare quarterly Parkview data and documentation as directedSupport Operations & Programs Director with contracting workflows by distributing forms and collecting signatures (not contract creation or negotiation) Front Desk & Customer ServiceGreet students, families, guests and the publicAnswer phone calls, route messages, and support general inquiriesMaintain front desk environment and reception spaceProvide accurate information on classes, schedules, and facility useAssist with public-facing communications, including basic announcements and event details (as directed) Financial & Administrative ProcessingTrack and record incoming revenue including payments and depositsPrepare deposit summaries and deliver deposits to bank as neededCreate and send invoices for outreach, rentals and other program-related chargesSupport payroll processing by tracking and submitting teaching artist hoursPrint bi-weekly checks; assist with vendor payments and basic accounting data entry under direction of Operations & Programs DirectorKeep accurate records and documentation for program revenue and contractor hours Studio Rentals & SchedulingCoordinate private lesson schedulingAdminister studio rental bookings and billingMaintain accurate calendars for program and space usage in coordination with the Arts Administrative AssistantCommunicate scheduling changes to relevant staff, artists, and renters Communications & Information ManagementSend e-blasts or announcements as directedMaintain and update email and mailing listsAssist with basic website updates as directedProvide program-related information to Operations and Programming teamsMaintain organized digital program files, records, and documentation Events & Public EngagementAssist with FWDC public events and community-facing activitiesAttend and support FWDC performances and assist with ticket salesCoordinate volunteers for front desk and community events (excluding backstage production assistance)Track participation, surveys, and evaluation data Operational SupportOrder office supplies and manage basic inventorySupport procedural consistency based on Operations systemsMaintain files and documentation in FWDC platformsPrepare 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 & Qualifications1+ year experience in an administrative or customer-service roleStrong written and verbal communication skillsAbility to multitask and coordinate multiple prioritiesGood organizational and time management skillsProficiency with Google Workspace, Microsoft Office and general office systemsDiscretion with confidential informationStrong customer service orientation Schedule25-30 hours per weekRequired Hours: Monday–Friday, 5:00–8:30 PM and Saturdays 8:30am to 12:15pmAdditional flexible hours and occasional weekends based on needs