Key Responsibilities and Required Skills for Activities Assistant

🎯 Role Definition

An Activities Assistant is a hands-on recreation and engagement professional responsible for planning, delivering, documenting, and evaluating social, therapeutic, and recreational programs for residents or participants in senior living, long-term care, assisted living, memory care, or community center settings. This role emphasizes person-centered programming, safety, and measurable outcomes that support quality of life, cognitive stimulation and social connection. The Activities Assistant works closely with interdisciplinary teams, volunteers and families to ensure programs meet regulatory standards and individual care plans.

📈 Career Progression

Typical Career Path

Entry Point From:

Volunteer activity helper or community volunteer coordinator
Caregiver / direct support professional in senior living
Recreational program assistant at community centers or adult day programs

Advancement To:

Activities Coordinator / Program Coordinator
Therapeutic Recreation Specialist (CTRS) or Recreation Therapist Assistant
Director of Activities / Lifestyle Director
Resident Services Manager / Wellness Program Manager

Lateral Moves:

Volunteer Coordinator
Concierge / Guest Services in senior living

Core Responsibilities

Primary Functions

Plan, develop and deliver a weekly calendar of resident-centered activities that address social, cognitive, physical and spiritual needs; create both group and one-to-one programs and ensure content aligns with residents' interests and care goals.
Conduct individualized activity assessments and periodic engagement evaluations to identify abilities, preferences and therapeutic goals; document findings in the resident record and use assessment data to tailor programs.
Facilitate structured cognitive stimulation and memory-support activities (e.g., reminiscence, reality orientation, sensory stimulation) for residents with dementia and memory impairments, adapting approaches based on observed responses and care plans.
Lead and supervise group classes such as exercise/mobility classes, arts & crafts, music therapy sessions, BINGO, outings, gardening and social clubs, ensuring safe participation and positive outcomes.
Maintain accurate activity documentation and progress notes in the community's electronic health record (EHR) or activity management system (e.g., PointClickCare, MatrixCare), including attendance, outcomes, incident notes and behavior changes.
Develop and maintain an up-to-date monthly and holiday activity calendar, publish schedules for residents, families and staff, and promote participation through posters, newsletters and announcements.
Coordinate and manage volunteers and community partners to expand program offerings, including recruiting, training, scheduling and supervising volunteers during activities.
Collaborate with interdisciplinary team members (nursing, social services, physical/occupational therapy, dietary) to integrate activities into individualized care plans and to support clinical goals such as improved mobility, mood and socialization.
Prepare materials, equipment and supplies for activities, manage inventory, place purchase requests, and track small program budgets to ensure materials are available and cost-effective.
Track and report engagement metrics (participation rates, outcomes, resident satisfaction) to the Activities Coordinator or Director, contributing to quality improvement initiatives and regulatory compliance documentation.
Plan, coordinate and chaperone resident outings and off-site events (transport arrangements, safety checks, consent forms), ensuring required staffing and risk mitigation for community excursions.
Provide one-on-one engagement and companionship during low-participation times, admissions, transitions or when a resident requires focused attention to reduce agitation or isolation.
Train, mentor and orient new staff and volunteers on activity protocols, person-centered engagement techniques and safety procedures to maintain consistent program delivery.
Apply infection control practices and follow facility safety policies during activities (cleaning shared equipment, isolating materials for symptomatic participants) to maintain resident and staff safety.
Communicate regularly with families and responsible parties regarding upcoming activities, resident participation, behavioral observations and progress toward activity-based goals.
Document, escalate and follow up on incidents, falls or behavior events that occur during activities; complete incident reports and participate in post-incident care planning.
Adapt activities to accommodate physical and cognitive limitations (use of adaptive utensils, seated exercise alternatives, visual or hearing accommodations) to maximize participation and dignity.
Maintain professional boundaries, confidentiality (HIPAA) and ethical standards while encouraging social engagement and building rapport with participants.
Support marketing, community outreach and open house events by showcasing activity programs, creating program highlights and engaging prospective residents and families.
Assist with scheduling coverage for the activities department during staff shortages, holidays and special events and provide emergency support when required by leadership.
Participate in care plan meetings, shift huddles and interdisciplinary conferences to share observations, activity outcomes and recommendations that influence care planning and program direction.
Monitor and report supply and equipment needs, coordinate repairs for activity room equipment, and ensure a clean, organized and welcoming activity space.

Secondary Functions

Maintain accurate records for state and regulatory audits; prepare activity-related documentation requested for inspections or compliance reviews.
Support ad-hoc resident engagement requests such as bedside activities, family presentations and seasonal program expansions.
Assist with light administrative tasks including filing, photo tagging, calendar updates, and compiling monthly activity metrics for leadership review.
Help coordinate transportation logistics and vendor relationships for off-campus events and entertainment bookings.
Contribute to the development of themed programs, special events, and intergenerational partnerships with schools and community groups.
Participate in staff training sessions on dementia care, person-centered approaches and safe resident handling practices.
Follow up on resident and family satisfaction feedback about activities and implement small changes to improve engagement and experience.
Support social media and internal community platforms by creating activity highlights, event recaps and photo albums consistent with resident privacy policies.
Assist nursing staff with non-clinical resident support during programs (e.g., restroom breaks, seating assistance) to ensure safe participation.
Provide coverage for other departments during emergencies or short staffing when appropriate and trained to do so.

Required Skills & Competencies

Hard Skills (Technical)

Activity programming and calendar development tailored to older adults, memory care and long-term care populations.
Experience documenting participation, progress notes and outcomes in electronic health records or activity tracking software (e.g., PointClickCare, MatrixCare or comparable systems).
Knowledge of dementia-specific engagement strategies (remotivation, sensory stimulation, validation therapy) and ability to adapt programming for cognitive impairment.
Group facilitation skills for leading large and small groups, including exercise classes, music therapy, arts, and social clubs.
CPR and Basic First Aid certification (current); knowledge of emergency response procedures and ability to act calmly in crisis situations.
Infection control, universal precautions and safe handling of shared activity materials in congregate settings.
Basic budget and supply management skills: ordering supplies, tracking expenses and optimizing materials for program needs.
Proficiency with common office software (Microsoft Office: Word, Excel, Outlook) and comfort creating promotional materials and schedules.
Safe resident handling techniques and awareness of mobility limitations; ability to follow transfer and lifting protocols when assisting with activities.
Volunteer coordination and training skills: recruiting, onboarding, delegating and supervising volunteers for program support.
Ability to collect, analyze and present engagement metrics and simple outcome measures to support quality improvement.

Soft Skills

Empathy and genuine compassion for older adults and people with cognitive or physical impairments.
Strong verbal and written communication skills for interacting with residents, families and interdisciplinary teams.
Creativity and initiative in designing engaging, meaningful and inclusive programs.
Patience, flexibility and adaptability when working with diverse behavioral and functional needs.
Excellent organizational and time-management skills to juggle multiple programs, documentation and logistical tasks.
Team player who collaborates effectively across departments and supervises volunteers positively.
Cultural competence and sensitivity to respect diverse backgrounds, beliefs and life experiences.
Problem-solving mindset for de-escalating challenging behaviors and adjusting activity plans on the fly.
Professionalism, reliability and strong attention to detail especially in documentation and compliance.
Leadership potential for taking charge of events, mentoring volunteers and supporting junior staff.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED; equivalent combination of education and experience considered.

Preferred Education:

Associate degree or certificate in Therapeutic Recreation, Recreation Therapy, Gerontology, Recreation Management, Human Services, Psychology or related field.
Activity Professional Certification (e.g., NCCAP Activity Director Certificate) or Therapeutic Recreation credentials (CTRS) considered a strong asset.

Relevant Fields of Study:

Therapeutic Recreation / Recreation Therapy
Gerontology / Aging Services
Social Work / Human Services
Psychology / Behavioral Health
Hospitality, Event or Program Management

Experience Requirements

Typical Experience Range:

0–3 years of related experience in senior living, long-term care, memory care, adult day services or community recreation.

Preferred:

1–2 years of direct experience planning and delivering activity programs in assisted living, skilled nursing, or memory care environments.
Experience with volunteer coordination, community outreach and electronic documentation systems preferred.