Recreation Program Coordinator

General Position Summary

• $0 Cost Individual Health/Dental Premium
• RSA - Retirement Benefits

This position may remain open till filled or until receipt of sufficient number of applications.

Responsible for supervising Recreation Sports and Camp Programs, assists the Recreation Director/Assistant Recreation Director and other Coordinators in programming sports, leisure and camp activities for the community as well as maintain neatness of recreation areas operated by the City of Madison. Assume duties and responsibilities of the Recreation Director/Assistant Recreation Director and other Coordinator(s) in their absence. Position performs all responsibilities as needed within managing/supervising all sports and camp programs offered by the Recreation Department, assists in planning, promoting, organizing and development of recreational activities and programs.

Examples of Responsibilities

• Maintain adequate reports and records concerning programs.

• Initiate and supervise safety measures on all activities, including daily inspections of playing fields and areas.

• Assist with special events.

• Report all disturbances to Assistant Recreation Director and/or Recreation Director.

• Responsible for supervising Recreational Aides and/or scorekeepers.

• Responsible for advertising upcoming events, program registrations, etc.

• Serve as positive role model for the campers and/or customers.

• Supervise safety measures on all activities and areas used to participate in/with the activities.

• Communicate and cooperate with all parents/guardians, staff members and/or administrative staff of the Department.

• Maintain high standards of health and safety in all activities.

• Post updates on social media to inform public about Camp and Recreation events.

• Produce reports concerning birth certificate listing, background checks, concussion certificates, team rosters, etc.

• Post updated information on website to include field closures, registration dates, schedules, etc.

• Assist with front desk operation using current membership computer system and revenue tracking program.

• Perform other duties as assigned by Assistant Recreation Director and/or Recreation Director.

Program Coordinator may be assigned primary coordination and management responsibility for either Sports Program Coordination or Camp Director Coordination and perform additional specific essential functions as listed below. Program Coordinators must also provide backup duties for any other Program Coordinators.

Sports Programs Coordination:

• Check and verify all sports equipment in use by sport organizations.

• Coordinate all gymnasium activities to include basketball, volleyball, pickleball, home school Physical Education classes and other activities as needed, including appearance at gymnasiums.

• Coordinate all adult and youth activities administered by the City of Madison Parks and Recreation including registrations, draft, practice schedules, game schedules, tournaments, coaches' certifications, data entry, hiring of gym mangers and scorekeepers.

• Prepare and maintain schedules for all gyms, gym managers and scorekeepers.

• Responsible for purchasing athletic equipment.

• Responsible for preparing all fields for nightly games, which includes setting up scoreboards, opening both upper and lower quads, setting out equipment, coordinating activities with field bosses.

Camp Director Coordination:

• Ensures compliance with state regulations for summer camp programs.

• Maintain a variety of records including registrations, permission slips for field trips, accident reports, medical records, payment fees, etc.

• Manage Camp Staff.

• Responsible for managing/supervising all summer camp operations, special events and activities, including opening/closing procedures and signing campers in/out.

• Responsible for planning, promoting, organizing and developing a fun and exciting curriculum/activities for the different divisions of the camp.

• Purchase necessary items such as snacks, arts and craft supplies, first aid supplies, games, sporting equipment and other necessities as needed.

• Conduct evaluations and keep records of attendance/call-ins on all staff members.

• Hold staff meetings on a regular basis.

• Required to be on the property at least 30 minutes prior to the opening of the camp to ensure area is safe.

• Required to stay until the last camper is picked up and all areas are cleaned and secured.

• Prepare PowerPoint presentations for parent meetings and community, etc.

• Create and maintain spreadsheets to track expenses and revenues for the different camp accounts.

• Maintain employee handbook including making timely updates.

• Maintain Parent/Camper handbooks.

• Prepare purchase orders, change orders, and payroll using the current operating system for the City of Madison.

• Prepare and distribute press releases as needed for the Camp Programs.

• Create handouts/flyers concerning special events, registrations, and meetings for Camp Programs.

• Must be a self-starter and able to quickly understand and complete all essential functions.

Job Conditions:

• May be reassigned to other programs by management at any time.

• Dependability and consistent attendance is required due to program needs.

• Must maintain a strong driving record for city-insurance purposes and record may be periodically checked by the City and must be able to drive independently.

• Must be available to work during City of Madison school breaks.

• Must be able to work varying hours, extended hours, weekend and holidays and at times with little or no notice, etc.

• Normal office working conditions and working outside in varying weather conditions.

• Required to work on weekends.

• Frequent interruption and some evening meetings.

• May require work in an environment where there are temperature fluctuations, noise, poor ventilation, dirt, dust, etc.

• May require some travel for state association meetings, annual conferences and possible sports program tournaments.

Minimal Qualifications

• Strong background record required, due to accessibility to employee and city property and contact with public.

• Experience working with general public and children a must.

• Bachelors Degree in Recreation, Education or related field highly preferred.

• Minimum of 2 years related experience in qualifications.

• Must have strong work history of dependability and performance.

• Must quickly obtain and maintain CPR/First Aid certification.

Supplemental Information

Technical Skills :

• Verbal skills to communicate information and needs to public officials, professional contacts, other workers, employees, supervisor, the general public and to conduct coaches' certifications.

• Ability to work independently without close supervision.

• Knowledge of parks and recreation programs, rules and regulations of various team athletics and common safety practices.

• Ability to follow instructions.

• Writing skills to write letters, memos, handbooks and procedures.

• Reading skills to understand written instructions, rule books, policies and procedures, catalogs, etc.

• Listening skills to understand verbal instructions and information.

• Ability to develop and organize programs - strong project management, scheduling, organization and prioritization skills.

• Math skills to develop schedules, order supplies and equipment for programs and budget preparation.

• Must have strong computer skills in the following: Microsoft Office, Excel, Word, Outlook, PowerPoint, Facebook and Twitter.

• Data entry skills required.

Managerial Skills:

• Skill at hiring, training, appraising, coaching, counseling, and disciplining personnel.

• Strong understanding of personnel policies and practices and ability to coach employees in these areas.

• Strong leadership and staff motivation skills.

• Skill at gathering and evaluating input for decision-making.

• Strong interpersonal skills and adept at managing relationships between subordinates and each other and personnel in other departments.

• Ability to manage scheduling and leave issues at workgroup level.

• Strong project management, planning, organization and prioritization skills.

• Strong public relations, public interaction and communication skills.

• Strong presentation skills.

Physical Capabilities:

• Ability to see well enough to observe employees, programs and activities, clean required areas and inspect facilities (corrective lens acceptable).

• Ability to be mobile in order to move various equipment, bleachers, tables, chairs.

• Ability to bend, climb, stand in order to clean required areas and move items listed above.

• Must be able to lift and carry up to 50 pounds in order to move equipment.

• Ability to hear well enough to understand normal conversation, and to use radio and telephone to hear persons from a distance (hearing aid acceptable).

• Speak well enough to communicate with employees, supervisors and patrons and to be heard from a distance.

• Physical mobility to move around so as to inspect all areas of recreation facilities.

• Use of hands and fingers to type, write, file and operate office equipment and sports equipment.