Key Responsibilities and Required Skills for Activities Coordinator

🎯 Role Definition

The Activities Coordinator plans, implements and evaluates a mix of recreational, educational and social programs for targeted populations (seniors, youth, residents, guests or clients). This role owns program lifecycle—from needs assessment and curriculum development through scheduling, staffing, marketing, delivery, documentation and continuous improvement—while managing budgets, partnerships and volunteers to maximize participation, satisfaction and organizational objectives.

📈 Career Progression

Typical Career Path

Entry Point From:

Recreation Assistant or Program Assistant
Volunteer Coordinator or Events Support Staff
Customer Service Representative with community engagement duties

Advancement To:

Senior Activities Coordinator or Program Supervisor
Recreation Manager / Program Manager
Community Services Director or Events Director

Lateral Moves:

Event Planner / Event Coordinator
Volunteer & Outreach Manager
Membership Services Coordinator

Core Responsibilities

Primary Functions

Design and develop a diverse seasonal program schedule (recreational, educational, therapeutic, social and cultural activities) tailored to the interests, abilities and accessibility needs of the target population, using needs assessments, participant feedback and best-practice frameworks.
Lead end-to-end program planning for recurring and special events, including concept creation, timeline development, venue coordination, vendor sourcing and on-site execution to ensure high-quality participant experiences.
Create detailed written lesson plans, activity guides and materials lists for volunteers and staff, ensuring clarity, safety considerations and measurable objectives for each session.
Recruit, train, schedule and supervise program staff, contractors and volunteers; conduct orientation, deliver training on safety, inclusive facilitation and program standards, and provide ongoing coaching and performance feedback.
Manage program budgets, track expenses, procure supplies and negotiate contracts with vendors to deliver cost-effective activities while adhering to budget targets and procurement policies.
Create and implement promotion and outreach strategies—including printed flyers, email campaigns, social media, community partnerships and local advertising—to drive program registration, attendance and retention.
Maintain accurate participant records, registration data, waivers and incident logs in compliance with organizational policies and privacy regulations; use data to inform program improvements and reporting.
Facilitate participant enrollment, intake and orientation processes; assess individual needs, recommend suitable programs and communicate policies, schedules and safety procedures clearly to participants and families.
Monitor and enforce health, safety and accessibility standards during activities; perform routine risk assessments, maintain emergency plans and coordinate with facilities and medical staff when necessary.
Develop and administer participant feedback systems (surveys, focus groups, comment cards) and prepare clear program evaluation reports with actionable recommendations for continuous improvement.
Build and maintain partnerships with community organizations, schools, health providers and vendors to expand program offerings, secure funding or in-kind support and increase community visibility.
Coordinate transportation logistics, special accommodations and on-site set-up/tear-down for off-site trips, outings and excursions to ensure smooth operations and participant safety.
Track program performance metrics (attendance, revenue, retention, satisfaction) and present monthly or quarterly dashboards to supervisors and stakeholders, using insights to optimize programming.
Plan inclusive activities that accommodate diverse cultural backgrounds, mobility levels and cognitive abilities; implement adaptive strategies and collaborate with care staff or specialists when appropriate.
Manage supplies inventory, order materials, maintain equipment and ensure that activity spaces are clean, organized and compliant with facility requirements.
Oversee registration systems and payment processing, reconcile receipts, issue refunds as needed and liaise with finance for accurate revenue tracking and invoicing.
Respond promptly and compassionately to participant concerns, behavioral issues and complaints; de-escalate conflicts, maintain professionalism and escalate to management when required.
Develop and implement volunteer recognition, retention and development programs, including recruitment campaigns, role descriptions, scheduling and appreciation events.
Write grant proposals, sponsorship packages and program narratives in collaboration with development staff to secure funding and expand program capacity.
Coordinate seasonal camps, drop-in programs and special interest workshops including curriculum development, staffing models, materials planning and safety protocols.
Ensure compliance with licensing, insurance, background check and mandatory training requirements for staff and volunteers; maintain up-to-date documentation and certifications.
Facilitate cross-department collaboration (facilities, marketing, finance, clinical teams) to align program delivery with organizational priorities and operational constraints.

Secondary Functions

Maintain program calendars on internal systems and public websites, updating event details, availability and cancellation notices in a timely manner.
Assist with general administrative duties such as answering phones, responding to program inquiries, preparing monthly invoices and maintaining filing systems.
Support fundraising and community engagement events by providing operational support, coordinating volunteer assignments and contributing logistics expertise.
Participate in strategic planning meetings to contribute ideas for year-round programming, pilot initiatives and participant engagement tactics.
Mentor junior staff and interns, support professional development opportunities, and document standard operating procedures for scalable program delivery.

Required Skills & Competencies

Hard Skills (Technical)

Program design and curriculum development for recreational or therapeutic activities
Event planning and logistics management for on-site and off-site activities
Budget development, expense tracking and procurement negotiation
Volunteer recruitment, training and scheduling systems
Proficiency with registration and scheduling platforms (e.g., ActiveNet, Mindbody, RecDesk, Eventbrite) and basic CRM tools
Microsoft Office suite (Excel for reporting, Word for documentation, Outlook for scheduling)
Basic first aid, CPR and emergency response procedures; familiarity with medication administration policies in care settings (where applicable)
Knowledge of safety, accessibility and regulatory compliance (ADA, licensing standards, youth/senior care regulations)
Data collection and program evaluation techniques; ability to prepare KPI dashboards and executive summaries
Social media and community outreach tactics to promote programs and drive engagement

Soft Skills

Strong verbal and written communication for participant-facing interactions, marketing copy and stakeholder reports
Empathetic and person-centered approach to facilitate inclusive activity environments
Exceptional organizational skills and the ability to manage multiple programs and deadlines simultaneously
Leadership and team-building skills to motivate staff and volunteers
Creative problem-solving to adapt programming in response to participant needs or resource constraints
Conflict resolution and de-escalation skills in sensitive or high-stress situations
Cultural competence and sensitivity to work with diverse age groups and backgrounds
High customer service orientation with focus on participant satisfaction and retention
Flexibility and adaptability to adjust schedules, formats and delivery methods quickly
Attention to detail for compliance, safety documentation and quality control

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; combination of relevant experience and certifications accepted.

Preferred Education:

Associate's or Bachelor's degree in Recreation Management, Social Work, Human Services, Education, Hospitality, Kinesiology, or a related field.

Relevant Fields of Study:

Recreation Management
Community Health or Social Services
Education / Early Childhood Development
Hospitality and Event Management
Therapeutic Recreation

Experience Requirements

Typical Experience Range: 1–5 years of direct experience in program coordination, event planning, recreation, community services, or related roles.

Preferred: 3+ years coordinating activities in a community center, senior living, municipal recreation department, youth camp, school, healthcare or hospitality environment with demonstrated success in growing participation and managing volunteers and budgets.