Part-Time Office Coordinator

DMR Adventures; Charlottesville (VA); On-site; USD 21,000 - 25,000; Part time

Job summary

DMR Adventures in Charlottesville, Virginia is seeking a friendly, organized Part-Time Office Coordinator to support our performing arts programs. The role covers front desk, enrollment, scheduling, and general office tasks in a busy studio environment serving children, families, staff, and visiting artists.

The ideal candidate is dependable, detail-oriented, and comfortable handling routine inquiries, coordinating registrations, and maintaining confidentiality.

Qualifications

• Experience in customer service, front desk work, or office administration.
• Ability to manage scheduling and registrations with attention to detail.
• Strong written and verbal communication skills.
• A professional and welcoming demeanor in a busy environment.
• Comfort with email, calendars, and basic office software.

Responsibilities

• Welcoming students, families, staff, and visitors at the front desk.
• Answering routine questions about schedules, programs, and policies.
• Assisting with enrollment, registrations, and rosters.
• Updating calendars, rosters, and contact lists.
• Handling routine payment reminders and account inquiries.
• Maintaining a calm, organized, and welcoming front office.
• Documenting follow-up needs and supporting staff as needed.

Skills

Customer service

Front desk

Office administration

Scheduling

Registration

Program support

Tools

Email

Calendar

Spreadsheets

Online systems

Job description

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.

Schedule

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

• Mondays
• Fridays
• Saturdays

Typical hours will be approximately16-20 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.

Position Overview

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.

Front Desk and Customer Service

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.

Enrollment and Registration Support

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

Scheduling and Office Administration

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.

Payment and Account Follow-Up

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 procedures rather than making independent financial arrangements

This position does not include responsibility for accounting, payroll, financial reporting, or making final decisions about refunds, scholarships, discounts, or payment plans.

Facility Support

Responsibilities may include:

• Opening, monitoring, and closing the facility according to established procedures
• Keeping the front office, lobby, and public spaces orderly and welcoming
• Confirming that scheduled rooms are accessible and reasonably prepared
• Monitoring basic supply and facility needs
• Communicating maintenance, cleanliness, access, or safety concerns promptly
• Following opening, closing, emergency, and incident-reporting checklists
• Helping staff members locate schedules, rosters, supplies, and program materials
• Escalating building, safety, student, or customer concerns to the appropriate staff member

The Office Coordinator is not responsible for making major facility, safety, or emergency decisions without support from DMR Adventures leadership, except when immediate action is required under established emergency procedures.

Communication Expectations

Strong written and verbal communication skills are important for this position.

The Office Coordinator should be able to:

• Write clear, professional, and friendly emails
• Communicate appropriately with children, teenagers, parents, staff members, and visitors
• Provide accurate information without guessing
• Remain courteous when someone is frustrated, confused, or disappointed
• Clearly explain next steps, deadlines, and action items
• Use approved templates while adapting routine messages when appropriate
• Document important conversations and follow-up needs
• Recognize when a situation should be escalated
• Maintain professional boundaries and confidentiality
• Represent DMR Adventures positively and consistently

Qualifications

We are especially interested in candidates who have:

• Previous experience in customer service, front desk work, office administration, scheduling, registration, or program support
• Strong organizational and time-management skills
• Clear written and verbal communication skills
• Careful attention to detail
• The ability to manage routine tasks while responding to interruptions
• Comfort using email, calendars, shared documents, spreadsheets, and online systems
• The ability to learn new software and procedures
• A professional, welcoming, and solution-oriented approach
• The ability to follow established procedures consistently
• Good judgment about when to handle a matter and when to refer it to a manager
• The ability to work independently during assigned shifts
• Comfort working in an active environment serving children and families
• Dependable availability on Mondays, Fridays, and Saturdays

Experience in education, youth programming, performing arts, camps, after-school programs, or nonprofit administration is helpful but not required.

Applicants must be willing to complete any required background screening before working in an environment serving minors.

Work Environment

This is an active administrative position that may require:

• Sitting or standing for extended periods
• Moving throughout the facility
• Carrying office supplies or program materials
• Preparing front desk or shared spaces
• Working around music, rehearsals, children, families, and frequent activity
• Shifting between administrative work and in-person customer assistance

Reasonable accommodations may be available for qualified applicants.

Compensation and Benefits

This is a part-time, hourly position paying$15-$18 per hour, depending on experience, qualifications, and the candidate’s ability to independently manage assigned front office and administrative responsibilities.

Additional benefits may include free or discounted enrollment in eligible DMR Adventures classes and programs for the employee or the employee’s student. Program benefits are subject to availability, eligibility requirements, scheduling, and DMR Adventures policies.

DMR Adventures welcomes applicants from a wide range of backgrounds, identities, experiences, and perspectives.