Part Time Program Coordinator jobs

About Us

The Kore Dance Project is one of the Okanagan's leading dance studios, providing recreational and competitive dance training for students ages 2 through adult.

We are seeking a highly organized, professional, and proactive Competitive Program Coordinator to support the day-to-day administration, communication, and operations of our competitive dance program.

This role is ideal for someone who thrives on organization, planning, communication, and problem-solving while helping create an exceptional experience for dancers, families, and staff.

Position Overview

The Competitive Program Coordinator serves as the primary administrative and communication contact for competitive families while supporting the Studio Director in the day-to-day operations of the competitive program.

The successful candidate will take ownership of communication, logistics, registrations, scheduling support, event coordination, and administrative systems while working closely with studio leadership.

While the Studio Director maintains responsibility for program decisions, placements, policies, and overall program leadership, the Competitive Program Coordinator plays a key role in ensuring the competitive program operates smoothly and families receive a positive and professional experience.

Responsibilities

Family Communication

• Serve as the primary point of contact for competitive families
• Respond to emails, phone calls, and inquiries in a professional and timely manner
• Communicate important program information, deadlines, schedules, and updates
• Follow up on missing forms, conflicts, attendance concerns, and required documentation
• Assist families with questions and direct concerns to appropriate staff when required

Program Administration

• Manage day-to-day administrative tasks related to the competitive program
• Maintain competitive program records and documentation
• Assist with handbook updates and program materials
• Track attendance, absences, rehearsal conflicts, and program requirements
• Support registration and onboarding processes
• Ensure deadlines and administrative requirements are met

Competition & Convention Coordination

• Register dancers and routines for competitions and conventions
• Coordinate schedules, deadlines, and event logistics
• Communicate competition and convention information to families and staff
• Coordinate travel arrangements, accommodations, and event details when required
• Ensure all registrations, releases, music, and required documents are submitted accurately and on time

Event & Program Logistics

• Assist with auditions, assessments, placements, and team meetings
• Coordinate rehearsal schedules and program events
• Support year-end productions, showcases, and special events
• Assist with planning and implementation of team-building activities
• Help ensure events and program activities run smoothly

Staff & Leadership Support

• Act as a liaison between families, instructors, and studio leadership
• Support instructors with communication and administrative needs
• Assist with staff scheduling and event coordination as needed
• Help maintain studio policies, expectations, and professional standards
• Identify opportunities to improve systems and processes within the competitive program

Qualifications

Required

• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• High attention to detail
• Ability to manage multiple projects, deadlines, and priorities simultaneously
• Strong problem-solving skills
• Ability to work independently and take initiative
• Professional and positive attitude

Preferred

• Dance studio experience
• Competitive dance experience/knowledge
• Administrative or office management experience
• Event planning or coordination experience
• Experience working with families, youth programs, sports organizations, or performing arts programs
• Experience with scheduling, registrations, and program administration
• Proficiency with Google Workspace, Microsoft Office, and online management systems

What We're Looking For

The ideal candidate is:

• Highly organized and detail-oriented
• Friendly, professional, and approachable
• A strong communicator
• Comfortable managing multiple responsibilities simultaneously
• Confident handling deadlines and logistics
• Proactive and solution-oriented
• Passionate about creating positive experiences for dancers and families

Benefits

• Employee discounts
• Professional development opportunities
• Flexible scheduling when operationally appropriate
• Positive and supportive team environment
• Opportunity to play a key role in one of the region's leading competitive dance programs

Schedule

• Full-time / Part-time (depending on season)
• Some evenings and weekends required
• Increased hours during competition season and major studio events
• Attendance at competitions, conventions, performances, meetings, and special events may occasionally be required

Pay: $22.00-$30.00 per hour

Benefits:

• Casual dress
• Flexible schedule
• On-site parking
• Store discount
• Tuition reimbursement
• Work from home

Ability to commute/relocate:

• Kelowna, BC V1X 4H8: reliably commute or plan to relocate before starting work (required)

Application question(s):

• How many years of administrative or office coordination experience do you have?
• How many years of customer service / HR experience do you have?
• Have you worked in the dance industry, performing arts, youth sports, or a similar organization?
• Are you comfortable working evenings and weekends during events and competition season, etc.?
• Describe the systems or tools you use to stay organized when managing multiple deadlines and projects.
• Have you participated in, worked for, or supported a competitive dance program? If yes, please describe your experience.

Language:

• English (required)

Work Location: Hybrid remote in Kelowna, BC V1X 4H8