Operations Coordinator

Operations Coordinator

Full-Time | On-Site | Franklin, TN

Salary Range: $40 - $45k (Dependent on experience)

Schedule: Monday–Friday, with occasional nights/weekends for events

ROOTS Academy is a growing performing arts school in Franklin, TN that provides music and dance instruction to kids and teens in a vibrant, creative, and encouraging environment. We exist to inspire and nurture the creative spirit in every student—helping them grow not only in skill, but in confidence, discipline, and joy. We believe in excellence with heart. Whether it's a front desk interaction or a major student showcase, we're passionate about giving families a top-tier experience with care, clarity, and professionalism.

About the Role

We're looking for a highly organized, detail-loving, people-oriented Operations Coordinator to support the behind-the-scenes and front-facing operations of our Music Program. If you love checklists, bringing structure to creative environments, and being the one who "just makes it all happen," this role is for you. You'll be responsible for planning and executing student events, managing key communication touch points, and helping our programs run on-time and on-target. You'll also work directly with incoming families as they move through the student enrollment process—making a positive first impression that sets the tone for their experience. This is not a "back office" role—you'll be visible, active, and deeply involved in all aspects of the student journey.

What You'll Be Doing

Project & Event Coordination

• Turn program plans into detailed to-do lists, timelines, and check-ins.
• Help lead events like student showcases, music camps, and seasonal performances.
• Keep logistics on track and team members in the loop using tools like ClickUp.
• Serve as the on-site lead at events to ensure everything runs smoothly.

Communication & Process Management

• Draft clear, friendly, and informative emails to families and staff.
• Maintain up-to-date documentation for programs, policies, and procedures.
• Coordinate communication plans for holiday schedules, inclement weather, and key announcements.
• Collaborate with our marketing team on social content and student spotlights.

New Student Onboarding

• Serve as a welcoming point of contact for new families.
• Coordinate trial lessons, answer questions, and support them through enrollment.
• Track inquiries and make sure no one falls through the cracks.

Systems & Team Support

• Are tech savvy and comfortable with systems to organize and document workflows.
• Support the leadership team in improving processes and rolling out systems.
• Partner with teammates in scheduling, communication, and front desk coverage as needed.

You'll Be Great At This Job If You…

• Are extremely detail-oriented and love a well-labeled spreadsheet or checklist
• Communicate clearly and kindly in writing and in person
• Feel confident juggling multiple projects and timelines
• Enjoy being part of a small, collaborative, and fast-moving team
• Thrive in an environment that blends structure with creativity
• Are proactive and self-starting—you don't wait to be told twice

Qualifications

• 2+ years experience in operations, administration, event coordination, education, or customer-facing roles
• Excellent written and verbal communication skills
• Proficient with digital tools like Google Docs, ClickUp (or other project management tools), and email systems
• Availability for some evening/weekend event work
• Background in music, youth programming, or performing arts a plus but not required

What You'll Love About Working Here

• You'll work in a mission-driven environment where your role has real impact
• You'll be surrounded by a team who values collaboration, creativity, and excellence
• You'll get to support kids, teens, and families in a place that's joyful, inclusive, and growing
• You'll never be bored—this is a fast-paced, high-touch, purpose-driven environment

Location

All work is performed on-site at our studio in Franklin, TN. Some evening/weekend hours required for events.