Wellspring Dance is Hiring!!

Posted by Wellspring/Cori Terry & Dancers ; Posted on 
Calls for Artists; Jobs - DEADLINE :  
Wellspring Dance is Hiring!!


Wellspring Dance is looking for someone to join their team as an Office Coordinator!

Position Summary: Works as part of a small team to facilitate the smooth functioning of a fast-paced, non-profit performing arts organization. This position balances time supporting the Wellspring Dance Academy; managing and coordinating financial processes and procedures; and communicating with rental clients. Additionally, this role assists with day-to-day office operations; supports the team during performances and special events; and manages other duties as assigned. Significant interaction with Academy students and families as well as audience members for productions is to be expected.

Immediate Supervisor: Executive Director



Wellspring Dance Academy Administration 

  • Manage student registration, attendance, and payment tracking through Jackrabbit
  • Communicate with parents/families on issues related to class registrations and scholarships
  • Assist with the management of the scholarship program
  • Work with Dance Academy Coordinator to ensure Dance Academy website and social media content is maintained
  • Support activities with community partners to plan special performances and appearances at community events (i.e. public library events, local school events, nursing homes, etc.)
  • Maintain Dance Academy related electronic and document filing systems
  • Commitment to upholding academy policies including the integration of social emotional learning (SEL) in the classroom led by KYDNet and diversity, equity, and inclusion (DEI) led by the Dance Education
  • Equity Association.

Management and Coordination of Finances

  • Responsible for organizational day-to-day financial duties (donation receipts; payment reconciliations; deposits; bank bill payments; etc.)
  • Enter transactions using Quickbooks software (receipts, disbursements, payroll, etc.)
  • Reconcile payments from all sources (Square, Paypal, Artful.ly, cash, check) and record receipts/ deposits in Quickbooks (student class payment, ticket purchase, rental payment, donation, etc.)
  • Annually compile all information needed for 1099 Forms and submit to BASIC payroll services.
  • Ensure payment for contracted services and goods (instructors; printing; cleaning; technicians; etc.)
  • Maintain forms for payments/reimbursements to employees and contracted personnel
  • Ensure employment papers are completed, up-to-date and filed for all personnel (W-4; I-9; W-9; etc.)
  • Manage the TIAA-Cref retirement and educational garnishment employee withholdings and payments
  • Submit payroll information to BASIC payroll services twice per month
  • Generate financial reports as requested for grant submissions

Facility/Rental Support

  • Partner with Facility Coordinator to provide facility and availability information to potential rental clients, answer questions, and address needs
  • Process rental paperwork and requirements with rental clients
  • Create and maintain files for rental clients
  • Assist Facility Coordinator in creating Rental Estimates for all rental inquiries
  • Grant/Donor Project Support

Maintain season patron mailing database

  • Assist in annual fund mailings by pulling reports and donor lists
  • Process incoming donations and generate appropriate acknowledgements
  • Generate financial reports as requested for grant submissions

General Office Operations

  • Answer telephones, retrieve messages, and assist walk-in patrons
  • Manage the general Wellspring email account (respond to messages or forward to other organization members as appropriate)
  • Open all office mail and distribute as needed
  • Order supplies for the office, facilities, and events
  • Assist Executive Director with other administrative office tasks as requested


  • Applicants must be able to interact with Wellspring patrons in a manner that promotes customer satisfaction and presents a positive image of the organization at all times.
  • The ideal candidate will have experience or a degree in accounting, finance, human resources, nonprofit administration, and/or a related field.
  • Applicants must have excellent verbal and written communication skills and be comfortable interacting with people in pleasant and difficult situations.
  • Candidates must be extremely organized, dependable, self-motivated, and able to handle multiple priorities in a fast-paced environment. Attention to detail is required.
  • Advanced skills in Microsoft Windows, Microsoft Office products, Gmail/Google Apps, and social media management are required.
  • Experience working effectively with persons from diverse cultural, social, and ethnic backgrounds is desired.
  • Experience with database and communication platforms/resources, such as Tessitura, Canva, Mail Chimp, and Jackrabbit Class Management System, is highly valued.
  • Experience with event and front-of-house duties is highly valued.
  • Experience/Interest in the arts is preferred.
  • Candidates must also have a good sense of humor and work well in a team environment.


  • Office Hours: an average of 25 hours per week (schedule to be determined).
  • Evening/weekend office hours are required.
  • Schedule can vary based on deadlines, organization events, and the Dance Academy schedule. 


Hourly.  $17/hr. Paychecks are issued the 15th and 30th of each month.


  • Eight holidays (unpaid) plus additional days off during administrative shutdowns (one week in December, one week in August)
  • Compensatory/Flex Time available
  • Complementary Wellspring concert tickets (two per concert series)
  • Voluntary TIAA-CREF retirement plan
  • Worker’s Compensation insurance coverage
  • Dance Academy tuition (one class per session) for self or one family member for one class per month
  • Access to professional development opportunities (workshops and conferences) as they arise

Interested candidates should complete the application found below. Applicants will be asked to upload a cover letter and resume.
Questions can be sent to wellspring@wellspringdance.org

Interviews begin the week of Aug 15, 2022.