Support Services Coordinator
Reports to: Pre-Professional Division Manager
The Support Services Coordinator serves as a member of the Pre-Professional Division and provides the coordination of support services as well as providing administrative support to the Pre-Professional Division Manager and the Artistic Directors of Dance and Theatre. At this unique time of organizational growth, this role will work with team members to help evolve existing practices and procedures as we expand into COCA’s new facility in 2020.
- Ensure that the homeroom is a positive, safe and supporting environment.
- Manage the relationship and scheduling with America Reads (Washington University) tutoring program.
- Manage the relationship and scheduling with The Bailey Foundation
- Create activities based on Studio Habits of Mind for students to engage in between classes.
- Supervise students at all times
- Maintain student sign-in and out to track who is in our building
- Escort students to and from the bus/van
- Ensure students are in dress code and arrive to class on time
- Set out the sack lunches provided by The Bailey Foundation, meeting all Health Department’s guidelines
- Organize the route(s) for both the Bus and the Van Pick-Up and Drop-Offs including adjustments during residencies, placement classes and auditions.
- Communicate with the students respective school administrators regarding students who are being picked up, or any cancellation of van services.
- Maintain master calendar and notify families of days without transportation (based off school calendars: days off, PD days, half days, weather cancelations)
- Communicate regularly with the Artistic Team, Patron Services and Registration regarding van cancellations
- Reconcile gas receipts against credit card bill.
Administrative Essential Functions:
- Work with the Pre-Professional Division Manager to establish responsibilities with regards to delivery of support services (tickets, master classes, dancewear, tutoring, dvd purchases, evaluation distribution, college and audition preparation)
- Assist the PPD Manager and Artistic Directors of Dance and Theatre with projects as assigned
- Assist with the Accreditation process
Discovery Young Artist Administrative Duties:
- Schedule, organize and attend Discovery Young Artists Program auditions.
- Work with the Artistic and Education Team to recruit for the program and build school relationships
- Work with the Artistic Directors and Teaching Artists to observe and evaluate all DYA students.
- Maintain all student biographical data
- Report to Registration any changes
- Track demographic details to submit to Development for grant purposes
- Gather reports cards each semester to assess student progress and make adjustments to tutoring and class load as needed.
- Track registrations and attendance to ensure students are honoring program commitments.
- Schedule regular advising meetings with students and their parent/guardian
- Serve as the main contact with parent(s)/guardian(s)
- Initiate and develop a strong working relationship with the parent(s)/guardian(s) to understand the needs of the student and family; coordinate program logistics (weekly schedule, attendance, dancewear, transportation needs, and contact information); provide timely feedback regarding student engagement, behavior and performance in the program.
- Track all DYA students excused and unexcused absences, injuries, class changes or student behavior.
- Participate in the planning of classes to bring the lens of transportation and school let out time to the table
- Order and manage dancewear inventory for DYA students
- Maintain details of the budget, coding all expenses accordingly
- Bachelor’s degree required or significant professional training
- Commitment to COCA’s Mission
- Education in education, the arts and/or youth development programs
- Excellent oral, written, presentation, and teaching skills
- Ability to problem-solve, be flexible, imaginative and innovative
- Ability to take initiative in the development of ideas and programs
- Possess and demonstrate an excellent work ethic, positive attitude and sense of humor
- Strong administrative and computer skills
- Ability to physically demonstrate and model the physical stamina and skills
Necessary for performing arts activities.
- Ability to communicate so others will be able to clearly understand instruction
- Ability to stand and circulate for extended periods of time
- Ability to bend, twist, stoop, kneel and reach in all directions
- Ability to lift and Carry up to 25 lbs