Front Desk & Administrative Coordinator

Company: Hōkūleʻa Academy of Polynesian Arts

Location: 5180 N. Elston Ave, Chicago, IL

Job Type: Part-Time, Non-Exempt Hourly (25–30 hours per week)

Starting Pay: $18/hour

Opportunities: Leadership Development & Career Growth

About Hōkūleʻa Academy

Hōkūleʻa Academy of Polynesian Arts is a vibrant, family-oriented dance academy dedicated to honoring Polynesian culture through dance, education, and community. We’re passionate about creating a welcoming environment where every dancer and family feels seen, valued, and part of our ʻohana.

We’re seeking a Front Desk & Administrative Coordinator who embodies warmth, professionalism, and hospitality — someone who loves people, communicates clearly, and thrives in a team setting.

Position Summary

The Front Desk & Administrative Coordinator is the welcoming face and voice of Hōkūleʻa Academy — the hub that connects our Owners/CEO, Teachers, Staff, and Families. You’ll help ensure that every interaction at the academy reflects The Hōkūleʻa Way — hospitality, care, and excellence.

This position works closely with the Enrollment Coordinator, who focuses on bringing new students in for trials. Once families join the academy, you’ll take the lead in their ongoing experience — managing communication, tuition, systems, and ensuring that each student and parent feels supported and informed.

We’re looking for someone with a friendly presence, strong organizational skills, and a genuine love for people and culture — a self-starter who enjoys being at the heart of a growing creative organization.

Key ResponsibilitiesFront Desk & Community Relations

Serve as the first point of contact for all students, parents, and visitors.
Greet families warmly and ensure everyone who walks through the door feels welcome and valued.
Communicate clearly and consistently with students, families, and staff.
Support the Enrollment Coordinator and manage a seamless onboarding process once new students join the academy.
Represent The Hōkūleʻa Way of hospitality and care at all times.

Administrative Excellence

Navigate and maintain academy systems (Studio Sync, BAND, Canva, Studio Pro, etc.) confidently.
Post tuition, process payments, and assist families with account questions.
Maintain accurate records and file documentation for communication, registration, and billing.
Post regular updates and announcements to BAND, keeping families informed and connected.
Respond to all BAND and Studio Sync messages within 24 hours (Mon–Sat).
Support recital and costume logistics and ensure communication is timely and complete.

Facility & Operations

Maintain a tidy, professional, and welcoming lobby, boutique, and restroom area.
Conduct daily studio checks for supplies, lost & found, and general organization.
Complete opening and closing duties consistently and reliably.
Maintain accurate POS (Point of Sale) transactions from Boutique.
Assist with music system setup and classroom readiness.

Team & Event Support

Communicate effectively with the CEO, Teachers, and Staff.
Be available to assist during academy events and occasional evenings/weekends.
Collaborate with the Enrollment Coordinator for smooth student handoffs and family communication.
Provide updates, documents, and follow-through for leadership and management as needed.

Sales & Brand Growth

Assist with social media posts, content creation, and community engagement.
Learn to track and analyze social media data to support marketing goals.
Contribute ideas that strengthen the academy’s presence online and in the community.

Key Priorities

Learn dancers’ names and build relationships with their families.
Prioritize in-person connection over admin work whenever possible.
Communicate proactively and maintain consistent follow-through.
Demonstrate initiative, accountability, and teamwork.
Contribute positively to the energy, professionalism, and culture of Hōkūleʻa Academy.

Performance Metrics

85%+ family participation in studio surveys.
95%+ positive reviews on Google, Yelp, and Facebook.
87%+ Month to Month student retention.
100% of messages responded to within 24 hours (Mon–Sat).
Consistent timeliness, dependability, and stewardship of academy systems and space.

Qualifications

Minimum 1 year of administrative or customer service experience (dance, studio, or hospitality background a plus).
Excellent communication and organizational skills.
Comfortable using digital systems (Studio Sync or similar CRM, Google Workspace, etc.).
High attention to detail, accountability, and time management.
Warm, approachable, and professional presence.
Self-starter with a growth mindset — eager to learn and contribute.
Available for weekday evening shifts and Saturday mornings/ early afternoons as well as some weekends for events.
Alignment with the mission, values, and community of Hōkūleʻa Academy.

What We Offer

Starting Pay: $18/hour
Leadership Development Opportunities and ongoing mentorship.
A positive, creative, and community-driven work environment.
Opportunities for growth within a thriving arts organization.
The chance to be part of something meaningful — building culture, connection, and excellence through Polynesian arts.

How to Apply

To apply, please complete the process here on LinkedIn. Include your background experience and provide 3 professional references. We are looking for an organized brand ambassador who has the tenacity to complete their tasks as well as be able to galvanize the students and families in our academy.

You Can Also Apply Here: https://www.dancehokulea.com/careers/admin

Be the face of the academy to our growing family client base; build relationships with all clients; and be a major contributor to our clients’ positive experience with the academy.

Hōkūle'a Academy of Polynesian Arts

New Jobs

Front Desk Admin / Social Media Coordinator