Job Title: Production Administrative Coordinator

Department:  Administrative

Reports to: Artistic Director

Classification: Part-Time .375 (avg 15 hours per week)

FLSA Status: Non-Exempt

Pay Rate: $22-$24/hour 

Organizational Overview 

Dandylyon Drama is an educational non-profit performing arts organization that helps students thrive by shining a light on their unique strengths. Through a variety of  exciting theater productions, fun classes, and engaging online programs, we build a creative, compassionate, and courageous community with you.

Dandylyon Drama’s mission is to grow more creative, compassionate, and courageous people through quality and accessible performing arts education.

Dandylyon Drama believes in equity, justice and inclusion for all. We actively welcome and include people of all races, socioeconomic statuses, colors, national origins, religions, ages, sexes, sexual orientations, genders, gender identities, neurological and physical abilities, employment histories, citizenship statuses, and education levels. Dandylyon Drama is a non-profit arts organization that operates in King County, occupying land of the Coast Salish, Stillaguamish, Duwamish and Suquamish People. Is there anything missing in Dandylyon Drama’s working definition of diversity? Please let us know!

Location

• Hybrid- 70% from Home, 30% In Person, Some Weekends
• Monthly Meetings In Person in Lake Forest Park/Shoreline Area
• Weekly Google Meet Team Meetings (currently Mondays 10am)
• Occasional additional in-person duties will arise

Production Administrative Coordinator: General Summary

Dandylyon Drama seeks a part-time Production Administrative Coordinator with energy, focus, and organizational skills paired with a deep commitment to performing arts education and Dandylyon Drama’s mission of inclusively serving our community.  Ideal candidates value robust creative projects and a highly collaborative work environment with flexibility to accommodate a healthy work/life balance. Candidates should be comfortable with customer service and in-the-moment problem solving, experience with stage management, event producing, marketing, and or teaching a plus.  We are a 16-year-old non-profit organization moving into our next level of growth by actively seeking a physical space,  revitalizing our comprehensive strategic plan, and further investing in our staff. 

Program Scope

The Production Administrative Coordinator supports production excellence for all of Dandylyon Drama’s ticketed productions and summer showcases. This includes the following programs:

School Programs Dandylyon Drama partners with Schools & PTAs to offer Performers Musical Productions. The Production Administrative Coordinator supports excellence of Performers Musical Productions.

Community Theater Dandylyon Drama offers community theatre opportunities in partnership with Shoreline Community College Continuing Education. These come in the form of classes & productions for ages 6-adult and CAPE and Musical Theater Clubs for Adults with Disabilities. The Production Administrative Coordinator will support excellence of all Community Theater Showcases & Productions.

Summer Camps Dandylyon Drama offers 7 weeks of summer camps. Our Creators camps (Playmakers and Storytellers) run 4 weeks outdoors at Shoreline’s Cromwell Park.  Our CAPE camp and 2 weeks of Musical Theater Performers Camps are at Shoreline Community College. The Production Administrative Coordinator supports excellence of summer showcases. 

Essential Duties and Responsibilities:

• Serve on Dandylyon Drama’s Management Team which includes:
  • Artistic Director, Managing Director, Artistic Associate, Registrar & Administrative Coordinator and Production Administrative Coordinator
• Participate in weekly Management Team meetings (currently Mondays 10am-Noon)
• Submit a timesheet every two weeks
• Support Committee Coordination for Outreach, Fundraising, or Events
  • As Needed based on strengths and availability
  • Example Committees: Set Up, Clean Up, Concessions, Front of House, Load-Out, Strike, Decor, etc.
• Respond to requests for information, project proposals, etc.
• Help to develop and maintain mutually beneficial partnerships and cooperative relationships with other organizations
• Perform other duties as assigned to support Dandylyon Drama’s mission

Production Support

• Serve as “Producer” for Productions with an eye on overall experience with attention to beginning, middle, and end of process
• Support Tech Week and Performances in a front of house coordinator or stage manager role as needed
• Collaborate with Artistic Director and Artistic Associate on:
  • Production Themes, Titles, and curriculum development that is developmentally appropriate for various age groups served
  • Support TA Virtual and On-Site Check-In Process in partnership with Artistic Director and Artistic Associate
  • Keeping TA Handbook up to date with current policies, procedures, safety protocols, etc.
• Showcase Support such as:
  • Order, Pick Up, and or Drop off of Costumes, Sets, Props in LFP, Shoreline, & Woodinville, WA 
  • Pick Up & Drop off of Playbills, T-Shirts, etc.
• Support Teaching Artist, School Partner, and Family success by:
  • Coordinating Creative Team, Parent, and Production Meetings
  • Ordering & Organizing Production Supplies
  • Support Application process for Scripts, Licensing, etc.
  • Support Copying Backstage or Tech Scripts
  • Coordinating Load-In and Load- Out of sets/props
  • Emailing end of program Parent or Audience Feedback Surveys
  • Creating shareable Google Photo Albums
  • Other day-to-day administrative needs of the program
  • Participate in budget reviews for Programs & Productions
• Coordinate Production Needs for Summer Camps
  • Order, Pick Up, and or Drop off of Costumes, Sets, Props in LFP, Shoreline, & Woodinville, WA 
  • Pick Up & Drop off of Playbills, T-Shirts, etc.
  • Microphone Support for Friday performances

Support Production Experience

• Support communication to create best possible Audience Experience, Hosting Theater/School Experience, Student Experience, and Directing Team Experience 
• Support Dandylyon Marketing Tables at productions & other outreach events
• Coordinate with Front of House Staff & Volunteers or PTA Members
• Build relationships with tech leaders at theaters and schools forming a deep understanding of procedures for safety, protocols, etiquette, etc.

Marketing & Communications

• Support Audience Recruitment by:
  • Sending Constant Contact to existing email list
  • Poster distribution, etc 
• Produce Production Marketing such as:
  • Show Descriptions
  • Show Playbills, Fliers, or Posters (templates available)
  • Contribute to the Yearly Menus sent to schools Registrar & Administrative Coordinator creates
  • Social Media Marketing Materials (or updating templates)
  • Audience What-to Expect language on Ticketing Webpage
• Produce or Update Production Communications such as
  • Parent Packets, Parent Emails, or Welcome Letters
  • Best Practices/Resources for PTA/PTSA/School Producer Partner 
  • Support best practices for communicating information with parents for the highest level of student/family retention

Some useful specific skills and experience might include:

• Proficiency with Google Docs, Google Sheets, Google Forms, G Suite
• Experience with Canva, Campsite Bio, Constant Contact, WordPress
• Detail oriented with excellent project management and supervisory skills
• Excellent communication, organizational, and interpersonal skills
• Ability to work with diverse personalities and workgroups including outside educational institutions and youth of all ages
• Ability to lead through a lens of equity, cultural awareness, and compassion
• The ability to develop and assess arts education curriculum and concepts
• Knowledge of developmental and education theory and the ways in which it interacts with theatre
• Demonstrated skills in budgeting

Our ideal candidate:

• Actually likes engaging with people 
• Is equally comfortable working from home and getting dressed up for events
• Enjoys networking and connecting people with resources 
• Is comfortable asking for money 
• Is a self-starter with good follow-through 
• Is interested in personal and professional growth
• Aligns with Dandylyon Drama’s belief in equity, justice, and inclusion

Supervisory Responsibilities 

This position is not a supervisory role.

Access Needs

Everyone has certain accessibility requirements to succeed. Dandylyon Drama is committed to providing access needs to our staff and community. Please let us know how we can support you and your success. 

How to Apply

If you are interested in joining Dandylyon Drama’s admin team, please email melani@dandylyondrama.org with your resume and short email or cover letter. First round applications will be accepted until Tuesday, January 14th.

Job Title: Registrar & Administrative Coordinator

Department:  Administrative

Reports to: Artistic Director

Classification: Part-Time .375 (avg 15 hours per week)

FLSA Status: Non-Exempt

Pay Rate: $22-$24/hour 

Organizational Overview 

Dandylyon Drama is an educational non-profit performing arts organization that helps students thrive by shining a light on their unique strengths. Through a variety of  exciting theater productions, afterschool enrichment programs, and evening classes, we build a creative, compassionate, and courageous community with you.

Dandylyon Drama’s mission is to grow more creative, compassionate, and courageous people through quality and accessible performing arts education.

Dandylyon Drama believes in equity, justice and inclusion for all. We actively welcome and include people of all races, socioeconomic statuses, colors, national origins, religions, ages, sexes, sexual orientations, genders, gender identities, neurological and physical abilities, employment histories, citizenship statuses, and education levels. Dandylyon Drama is a non-profit arts organization that operates in King County, occupying land of the Coast Salish, Stillaguamish, Duwamish and Suquamish People.

Location

• Hybrid- 80% from Home, 20% In Person
• Monthly Meetings In Person in Lake Forest Park/Shoreline Area
• Weekly Google Meet Team Meetings (currently Mondays 10am)
• Occasional additional in-person duties will arise

Registrar & Administrative Coordinator: General Summary

Dandylyon Drama seeks a part-time professional with energy, vision, and administrative skills paired with a deep commitment to performing arts education. Dandylyon Drama’s mission of inclusively serving our community requires an ideal candidate that values organization, consistency, and attention to detail in a highly collaborative work environment with flexibility to accommodate a healthy work/life balance. Candidates should be self-starters with excellent written communication skills with a proven track record of prioritizing deadlines, excellence, and sustainability. We are a 16-year-old non-profit organization moving into our next level of growth by actively seeking a physical space, revitalizing our comprehensive strategic plan, and further investing in our staff. 

Program Scope

School Programs Dandylyon Drama partners with Schools & PTAs to offer Creators after school drama education as well as Performers Musical Productions. The Registar & Administrative Coordinator owns outreach and communication across these programs. 

Community Theater Dandylyon Drama offers community theatre opportunities in partnership with Shoreline Community College Continuing Education. These come in the form of classes & productions for ages 6-adult and CAPE and Musical Theater Clubs for Adults with Disabilities.  The Registar & Administrative Coordinator own Administration and Coordination of these programs, sometimes in partnership with other Dandylyon Admin staff. 

Summer Camps Dandylyon Drama offers 7 weeks of summer camps. Our Creators camps (Playmakers and Storytellers) run 4 weeks outdoors at Shoreline’s Cromwell Park.  Our CAPE camp and 2 weeks of Musical Theater Performers Camps are at Shoreline Community College. The Registar & Administrative Coordinator would provide coordination of all of these programs. 

Essential Duties and Responsibilities:

General Admin

• Serve on Dandylyon Drama’s Management Team which includes:
  • Artistic Director, Managing Director, Artistic Associate, Registrar & Administrative Coordinator, and Production Administrative Coordinator
• Participate in weekly Management Team meetings (currently Mondays 10am-Noon)
• Update Dandylyon Drama’s Google calendar and Program calendars
• Coordinate Meeting Scheduling
• Clone weekly meeting documents and send them to the team 2-3 days prior
• Maintain and Format in-office Spreadsheets, Checklists, Documents
• Be the final editor on out-going materials with an eye for typos, grammar, etc.
• Order office supplies including general needs and summer camp t-shirts
• Respond to requests from the Management Team for information, program planning, project proposals, etc.
• Maintain mutually beneficial partnerships and cooperative relationships with other organizations
• Committee coordination for outreach, fundraising, or events
  • As needed, based on strengths and availability
  • Example Committees: Set Up, Clean Up, Concessions, Front of House, Load-Out, Strike, Decor, etc.
• Perform other duties as assigned to support Dandylyon Drama’s mission
• Submit a timesheet every two weeks

School Outreach & Program Coordination 

• Facilitate with School Partners and PTA Enrichment volunteers
  • Email schools and local leaders to communicate programs
  • Build relationships with new schools or coordinators
  • Maintain communication throughout process
  • Coordinate class scheduling and room assignments
  • Find out school procedures for check-in, check-out, safety, etc.
  • Ensure Recruitment of Chaperone Volunteers
• Support Artistic Director and Artistic Associate on:
  • Program Themes, Titles, and curriculum development that is developmentally appropriate for various age groups served
  • Interview scheduling for  Teaching Artist interviews
  • Support TA Virtual and On-Site Check-In Process in partnership with Artistic Director and Artistic Associate
  • Keeping TA Handbook up to date with current policies, procedures, safety protocols, etc.
  • Occasional Showcase Support
    • Order, Pick Up, and or Drop off of Costumes, Sets, Props in LFP, Shoreline, & Woodinville, WA 
    • Pick Up & Drop off of Fliers, Posters, Programs, T-Shirts, etc.
• Support Managing Director on:
  • Audit new hire paperwork, insurance, first aid, and cpr training created by another team member
  • Formatting Teaching Artist Contracts
  • Participate in budget reviews for Education Programs & Productions
  • Keeping Program tracking spreadsheets up to date
• Support Teaching Artist, School Partner and Family success by:
  • Scheduling Teaching Artist Meetings with Artistic Associate and Director
  • Order Supplies & Organize TA Supply Bags
  • Email end of program Parent Feedback Surveys
  • Create shareable Google Photo Albums
  • Provide day-to-day administrative needs of the program
  • Communicate compassionately with parents regarding class selection, student, parent, or teacher troubleshooting, or complaints

Registration 

• Set up and Manage Registration for all programs
• Format rosters, attendance sheets, and medical notes generated by the registration system before the start of camps, classes, or clubs.  
• Connect registration inquiries with best teaching artist or management team member to answer questions
• Help with Welcome, Registration, or Check-In table at summer camps and some classes on the first day
• Tracking enrollment and supporting schools in meeting ideal class sizes

Marketing & Communications

• Design School and Summer Camp Marketing:
  • Flyers/Posters
  • Yearly Menus sent to schools
  • Social Media Marketing Materials (or updating templates)
  • Simple 1 page Playbills celebrating title and cast members for showcase
• Produce School and Summer Camp Communications
  • Welcome Letters
  • Support best practices for communicating information with parents for the highest level of student/family return
• Support Dandylyon Marketing Tables at productions & other outreach events
• Create occasional general marketing and social media posts
  • General announcements 
  • Thank yous for grants supporters, sponsors
  • Miscellaneous

Some useful specific skills and experience might include:

• Proficiency with Google Docs, Google Sheets, Google Forms, etc
• Experience with Auctria, Canva, Constant Contact, WordPress, 6Crickets helpful
• Detail oriented with excellent project management and supervisory skills
• Excellent communication, organizational, and interpersonal skills
• Ability to work with diverse personalities and workgroups including outside educational institutions and youth of all ages
• Ability to lead through a lens of equity, cultural awareness, and compassion
• The ability to develop and assess arts education curriculum and concepts
• Knowledge of developmental and education theory and the ways in which it interacts with theatre
• Demonstrated skills in budgeting

Our ideal candidate:

• Actually likes engaging with people 
• Is equally comfortable working from home and getting dressed up for events
• Enjoys networking and connecting people with resources 
• Is comfortable asking for money 
• Is a self-starter with good follow-through 
• Is interested in personal and professional growth
• Aligns with Dandylyon Drama’s belief in equity, justice, and inclusion

Supervisory Responsibilities 

This position is not a supervisory role.

Access Needs

Everyone has certain accessibility requirements to succeed. Dandylyon Drama is committed to providing access needs to our staff and community. Please let us know how we can support you and your success.

How to Apply

If you are interested in joining Dandylyon Drama’s admin team, please email melani@dandylyondrama.org with your resume and short email or cover letter. First round applications will be accepted until Tuesday, January 14th.