Recreation Coordinator

Program Coordinator

Join our City of Oak Harbor team to help build a legacy of commitment to excellence in diversity, equity, and inclusion in our vibrant waterfront community.

This position is responsible for coordinating a year-round, comprehensive recreation program for the Oak Harbor community. This job posting is for a Program Coordinator who will focus on Youth and Adult Recreation. This position will plan, develop, implement, and evaluate programs and projects that provide quality recreation, including but not limited to arts, fitness, wellness, and educational classes. Programs will include evening functions and weekend events in order to provide quality customer service and community recreation services. In addition, this position will work with the Recreation Supervisor to handle Department responsibilities, including but not limited to permitting special events, developing and implementing community events, programming suitable to each age group, coordinating facility and park rentals, development and distribution of the Department’s activity guide, and providing customer service and facility oversight at Department facilities. The schedule for this position is Tuesday - Saturday.

Essential Job Functions

Work activities involve multiple skills and may include, but are not limited to, any or all the following depending on area of assignment, operational necessity, emergency services, special projects, and seasonal factors:

• Plan, develop, organize, schedule, implement, and evaluate a variety of quality recreational programs to create a comprehensive recreation catalog for assigned program.
• Track program expenses and revenues, implement budget adjustments as directed, and assist with development and ongoing maintenance of program budget.
• Supervise part-time staff and volunteers assigned to specific programs and assist in the recruitment, evaluation, and training of program staff.
• Monitor the status and condition of program equipment and supplies; order materials through approved purchasing methods and maintain inventory.
• Establish rosters, attendance sheets, and/or participant lists, ensuring all required registration documents are collected and payments are verified.
• Establish and maintain program schedules; secure needed facilities, provide appropriate access for staff and participants, and ensure adequate staffing coverage for all programs.
• Assist with daily maintenance of The Center, and with scheduling facility use for after-hours.
• Develop creative marketing strategies for programs including creating and distributing flyers, brochures, announcements, and other promotional materials.
• Ensure adherence to operational rules and procedures. Ensure part-time staff and/or volunteers understand, communicate, and enforce the rules and regulations of the assigned program.
• Evaluate existing programs to identify successes, deficiencies, and needed improvements, comparing program effectiveness with program costs. Assists with new program development
• Solicit information from program participants, maintain private information appropriately, and prepare statistics and reports as required.
• Establish and maintain effective working relationships with Center participants, program and activity providers, the media, service organizations, other employees and volunteers, supervisors, other agencies/groups, and the general public in a courteous and helpful manner.
• Work with other staff in the Recreation Division to oversee the permitting process for facility rentals, park rentals, and special events provided by non-city organizations, making sure all requirements are met for each event and City policies are followed.
• Fulfill responsibilities as a certified food protection manager to assist in the coordination of The Center’s commercial and commissary kitchen.

Program Specific Functions

Adults and Youth Program Coordinator

1. Serve as main contact for local sports leagues to assist in the seasonal permitting process. Coordinate needs to ensure that responsibilities are being fulfilled on all parts and provide an open line of communication
2. Coordinate sports field schedule with non-City sports leagues and other recreation organizations and assist as the leagues’ contact to ensure permitting process is completed and contracts are followed.
3. Create programming focused on visual and performing arts, fitness, wellness, educational and life skills classes, sports clinics, day camps, community events, and other family-based programming.
4. Schedule: Tuesday - Saturday.

50+ Program Coordinator

1. Serve as main contact for 50+ membership program at the Center.
2. Support the 50+ members through correspondences, newsletters, customer service, and membership events.
3. Create programming focused on arts, social dance, fitness, wellness, educational and life skills classes, the 50+ travel program, 50+ community events, and other senior based programming.
4. Schedule: Monday - Friday.

Performance Requirements (Knowledge, Skills and Abilities):

• Knowledge of, and the ability to implement, effective, creative, age-appropriate, and inclusive programs and activities for community members of all abilities.
• Solid time management skills and the ability to work under the pressure of deadlines in an effective manner.
• Knowledge of current office software and the ability to learn recreational specific registration software.
• Ability to maintain program budgets to make informed decisions and ensure department revenue goals are met.
• Attention to detail and the ability to ensure required documents are complete.
• Ability to successfully inform the public about and advertise recreational opportunities to maintain program enrollment.
• Demonstrated customer service skills and energetic positive attitude.
• Ability to responsibly handle accurate cash transactions.
• Thorough knowledge of business English, spelling, grammar, vocabulary, punctuation, and mathematics.
• Ability to provide effective assistance, notwithstanding exposure to family challenges, aging, grief, and loss.
• Ability to utilize standard office equipment, equipment for activities, and audio-visual equipment.
• Ability to work individually in a self-directed manner and as part of a team, as well as represent the Center and the department of Parks and Recreation in community partnerships.
• Exercise initiative and discretion in sensitive or confidential matters.

Qualifications & Requirements

Minimum Qualifications: An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities to perform the essential job functions may be considered.

• Associate’s degree in recreation, sports, business, fitness or other related field.
• Two (2) years’ experience with program development and activity planning, including work with volunteers, program promotion, cash handling, and record keeping.
• Must obtain and maintain CPR/AED and First Aid Certification and Food Handler’s Permit within three (3) months of hire.
• Excellent computer operation skills and experience with a variety of software programs such as word process, desktop publishing, and database software.
• Valid driver’s license and must provide a driver’s abstract with a good driving record.
• Must be bondable for cash handling.
• Must pass comprehensive background check, including financial credit check, and Washington child and vulnerable adult abuse background check prior to hire.

Preferred Qualifications:

• Bachelor’s degree in related field.
• Experience in the field of recreation.
• Certified Parks and Recreation Professional (CPRP) Certification

Working Environment & Physical Demands

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. Work is performed at The Center in office or program areas, often outdoors. Requires ability to sit, walk or stand for extended periods of time, normal visual and hearing acuity, and ability to move furniture and equipment with assistance. This position includes evening and weekend work with the expectation that hours will be flexed with approval of the Recreation Supervisor to successfully oversee programming outside of normal work hours. This is a full-time, 40 hour a week, non-exempt/non-union position.

Safety Statement: We expect employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and the City’s Accident Prevention Program (APP). This includes, but is not limited to, actively identifying, and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action, emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.

APPLICATION PROCESS The review and selection of applicants is based on the information provided on the application; we encourage all applicants to improve our ability to judge by providing complete information. Information can include such things as: resumes of experience, letters of recommendation, specific education and/or training, skills and work history that is related to the position for which the applicant