THE CLASSICAL ACADEMY

POSITION DESCRIPTION

Title: Activities Coordinator                          Department: High SchoolActivities   

Date: Updated April 27th, 2026                      FLSA Status: Non-Exempt

Work Year: Academic Calendar

Hourly Rate: $18.58

GENERAL STATEMENT OF DUTIES: 

Fine Arts Coordinator:

Coordinates and responds to the needs of Fine Arts Department activities, including practices, performances, and other activities for choir, band, theater, and visual arts. Responsible for managing fine arts facilities, scheduling event spaces, and coordinating transportation for Fine Arts activities. 

Athletics and Activities Finance Coordinator:

Coordinates all finance processes and procedures for the Athletics and Activities Office, including but not limited to requisitions, invoices, deposits, vendor relations, and transportation scheduling. 

ORGANIZATIONAL RELATIONSHIP:
Reports directly to Activities Director

The following statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required.  The description may not include all functions performed by incumbents in various locations.  The Classical Academy reserves the right to modify or change the duties or essential functions of this job at any time.

ESSENTIAL JOB FUNCTIONS: 

Fine Arts Coordinator:

• Facilitates production meetings with Fine Arts department directors
• Coordinates and supervises auditorium set-up and turnover procedures, including performance flips, piano moves, and other equipment needs
• Serves as liaison with Operations for facility reservations and set-up
• Coordinates and manages offsite events such as student art shows and elementary music performances
• Coordinates and manages onsite events in the auditorium and smaller performance venues (such as the black box theater)
• Works with the Finance department and activities director on budgeting and ticketing needs
• Oversees the maintenance and inventory of fine-arts equipment
• Supervises events in the auditorium and other fine-arts venues after school hours
• Possesses a working knowledge of the various performing arts departments and their unique needs
• Serves as initial point of contact for questions or issues that arise regarding event spaces, scheduling and set-up
• Trains new and returning event managers as needed
• Reserves transportation for fine arts events and visual arts field trips
• Acts as a liaison between the Fine Arts department and other school departments and encourages interdepartmental collaboration
• Serves as the primary point of contact for fine-arts questions
• Develops and plans fine-arts assemblies in collaboration with Fine Arts department
• Creates and maintains standard use procedures for all performing arts event spaces, including procedures for auditorium safety
• Ensures auditorium safety procedures are always followed
• Creates and maintains auditorium procedural documents for event spaces including:
  • Tech systems
  • Instructional sheets
  • Lighting plots
  • Seating charts
• Tracks and coordinates auditorium maintenance

Athletics and Activities:

• Issues and collects P-cards to and from coaching staff as needed according to activities schedule, and reconciles P-card receipts
• Ensures that officials for each contest are paid through the Arbiter platform and communicates with the Finance Department on a regular basis concerning monthly pay reconciliation.
• Notifies the Finance Department when activity fees need to be assigned and to whom and works with coaches and the Activities Director to ensure fees are paid accordingly.
• Tracks school attendance at TCA Athletics events and issues invoices, and enters requisitions to purchase supplies and meal allowances for those events
• Runs budget reports for the Athletic Director and coaches as requested; places food orders as needed, collects receipts from parents for reimbursement, and reserves hotels, vans, and buses as needed for away games
• Manages CHSAA annual invoice, Courtesy Cards, CHSCA cards.  Completes the required reporting documentation for postseason events held at TCA and enters invoices to pay visiting schools.
• Enters requisitions and orders Titan Club gear, swag, and other items that have gone through budget approval.  Serves as point of contact to explain proper finance and purchasing procedures to Titan Club leadership.

ADDITIONAL DUTIES PERFORMED:

Fine Arts Coordinator:

• Assists with managing and coordinating all technical equipment needs for the Fine Arts department practices and performances, to include:
  • Light board
  • Sound board
  • Rigging and fly system
  • Shell and pit
  • A/V system
• Assists Fine Arts department in researching field trip opportunities and interfacing with artists
• Assists with tuxedo sizing and fitting as needed
• Assists Performing Arts Assistant in other duties as needed

MINIMUM QUALIFICATIONS:

EDUCATION:

• Associate's or Bachelor's Degree in accounting or related field preferred

EXPERIENCE:

• Must possess an acceptable driving record
• Experience coordinating facilities, transportation, and event scheduling
• Experience with budgeting and inventory management
• Experience in basic finance (accounting, banking) required; experience in a school finance setting preferred
• Experience meeting a variety of Fine Arts needs, including set up for performances and practices
• Basic knowledge of technical performance equipment 

KNOWLEDGE, SKILLS AND ABILITIES:

• Must have basic working knowledge of technical and audio performance equipment used for band, drama, and vocal music performances, and be able to assist in set-up in various performance settings/venues
• Technical knowledge should include:
  • Focusing lights
  • Clear-com set up and trouble shooting
  • House light programming
• Must be familiar with financial software and have the ability to learn and navigate new software.
• Proficiency in Microsoft Office Suite, including Word and Excel.  Ability to access and navigate the internet when necessary.
• Considerable knowledge of basic office methods and procedures.
• Ability to communicate effectively verbally and in writing
• Knowledge of effective record keeping and filing techniques
• Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, and vendors.
• Ability to plan, coordinate, research, and problem-solve in the course of completing projects
• Ability to work independently without direct supervision.
• Ability to work well with individuals from diverse populations
• Ability to interact appropriately with the student body
• Ability to follow written and oral instructions in English
• Customer service-oriented
• Excellent organizational skills/ability to multi-task
• Ability to be flexible
• Ability to maintain confidentiality

SCOPE OF INTERPERSONAL CONTACTS:

• Performing Arts Department Directors
• Activities Department Directors
• Supervisors
• Administrators
• Vendors
• A/V Technicians
• Custodians
• Other departments (Activities, Finance, Operations, Academics)
• Employees
• Students
• Parents
• Members of the Public

WORK ENVIRONMENT:

• Work hours may vary depending on the needs of the Activities office and specific events, and may include days, evenings, and weekends.
• Constant and recurring requirement to be flexible in shifts to meet the demands of the Fine Arts department.
• Work is mostly performed indoors to support the setup of Fine Arts events
• Some work could be required outdoors to support the Athletics department

PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.  They are included for informational purposes and are not all inclusive.

• Typical demands require the employee to:
  • Frequently lift/carry burdens weighing up to 25 lbs. and push/pull burdens weighing up to 100 lbs.
  • Spend equivalent amount of work hours sitting, standing, and walking while performing job duties.
  • Possess visual and auditory capacity to enable the safe operation of machinery
  • Perform job duties involving climbing, stooping, kneeling/bending, crouching, crawling, twisting, and reaching.
  • Frequently use eye, hand, and finger coordination to enable the use of a computer, other equipment, and writing utensils

COGNITIVE FUNCTIONS:

The following are some of the cognitive functions commonly associated with this position. They are included for informational purposes and are not all-inclusive:

The staff member may be required to analyze, communicate, coordinate, compare, compile, compute, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills. 

BENEFITS: 0.5 to 1.0 FTE:
The Classical Academy offers competitive pay and a robust total compensation package including:

• MEDICAL INSURANCE: There are three options for Medical coverage, including an HSA option; as well as access to OneMedical for eligible staff members who elect a TCA Medical plan. The Classical Academy (TCA) makes a monthly contribution toward your medical premiums as an employee.
• DENTAL INSURANCE: Dental insurance is offered through Delta Dental of Colorado. TCA makes a monthly contribution toward the premium for this benefit
• LIFE INSURANCE/LTD: Employees are provided a $25,000 group term life insurance through The Standard Life Insurance Company and offers Long-term Disability coverage as well. TCA pays the full cost of group term life insurance and long-term disability benefits. Accident and hospital indemnity plans are also available to employees through The Standard, for an additional cost.
• RETIRMENT PLAN: Administered by Colorado PERA, this is a tax deferred retirement account to which you contribute 11% of your monthly earnings. TCA contributes 20.9% to the PERA pension trust fund on your behalf.
• VOLUNTARY VISION INSURANCE: EyeMed is the voluntary vision program available to TCA employees.
• WELLNESS PROGRAM: A voluntary wellness program though Orriant is offered in which employees are eligible to earn an incentive of up to $150 for participation AND achievement of wellness activity goals
• RETIREMENT OPTIONS: Employees may elect to participate in deferred income for retirement purposes: PERA Plus 401(k) through Empower
• MEDICAL and DEPENDENT CARE FLEXIBLE SPENDING ACCOUNT: This account allows employees to save money for unreimbursed medical expenses or dependent care expenses to be used within the plan year (July to June) on a tax-exempt basis.  This reduces your taxable income.
• TIME OFF COMPENSATION: An employee with 0.5 to 1.0 FTE will receive Staff Leave and Personal Leave. For positions less than 1.0 FTE, leave time will be prorated based on FTE. Our leave program is fully compliant with the Colorado Healthy Families Workplace Act.
• PRIORITY ENROLLMENT STATUS: Children of staff members 0.4 FTE and above receive priority enrollment of their child/children at The Classical Academy.
• Ongoing Professional Development Opportunities
• Staff Appreciation Meals and Events

Conditions of Employment:
Per the Immigration Reform and Control Act of 1986, the selected applicant shall be required to verify, within 72 hours of employment, her/his legal right to be employed in the United States.

The Classical Academy does not discriminate based on age, race, religion, national origin, disability, gender, or any other protected status in its educational programs and activities (including employment and application for employment.