Key Responsibilities and Required Skills for Activity Coordinator

🎯 Role Definition

The Activity Coordinator plans, organizes, and leads diverse recreational and therapeutic activities that promote physical, cognitive, emotional, and social well-being for residents, program participants, or community members. Working closely with care teams, family members, volunteers, and outside vendors, the Activity Coordinator builds an inclusive calendar of events, documents participation and outcomes, maintains required regulatory records, and continuously evaluates programming effectiveness to maximize engagement and quality of life.

📈 Career Progression

Typical Career Path

Entry Point From:

Recreation Aide / Activity Assistant
Volunteer Coordinator or Events Assistant
Certified Nursing Assistant (CNA) or Resident Aide

Advancement To:

Activities Director / Life Enrichment Director
Program Manager, Community Services
Director of Resident Services or Campus Activities

Lateral Moves:

Event Planner (senior living/hospitality)
Resident Services Coordinator
Volunteer Services Manager

Core Responsibilities

Primary Functions

Develop, implement, and maintain a dynamic, participant-centered activity calendar that balances physical, cognitive, social, spiritual, and creative programming tailored to the needs and preferences of the population served.
Conduct comprehensive assessments of individual participants’ interests, cognitive and mobility levels, cultural backgrounds, and care plans to create individualized activity plans that support personal goals and improve quality of life.
Lead and facilitate group activities and one-on-one sessions (e.g., exercise classes, memory-care programs, arts & crafts, music therapy, outings, holiday events) while adapting delivery to different ability levels and ensuring full participation.
Recruit, train, schedule, and supervise activity assistants, volunteers, and contracted entertainers to guarantee safe, engaging, and well-staffed programs while documenting volunteer hours and performance.
Maintain accurate documentation of attendance, progress notes, incident reports, and outcome measures in accordance with company policy and regulatory requirements (state licensing, CMS, or local authorities).
Monitor participant safety during all activities, conduct risk assessments for outings and events, implement appropriate safety protocols, and respond promptly to emergencies while following established reporting procedures.
Collaborate with interdisciplinary care teams (nursing, social work, therapy, dietary) to coordinate interventions, share participant progress, and integrate therapeutic goals into activity programming.
Manage program budgets, process purchase orders, source cost-effective supplies and vendors, and track expenditures to deliver high-quality programming within financial constraints.
Evaluate program effectiveness using qualitative and quantitative metrics (participation rates, satisfaction surveys, cognitive/functional measures) and prepare regular reports with recommendations for improvements.
Plan and execute community engagement initiatives, including intergenerational programs, partnerships with local schools, churches, and civic organizations, and outreach events to boost visibility and resident involvement.
Customize activities for specialized populations (memory care, behavioral health, physical disabilities) using evidence-based techniques and resources to maximize engagement and minimize agitation or distress.
Coordinate transportation logistics for off-site outings and events, including vendor selection, scheduling, and risk/eligibility screening to ensure safe, enjoyable excursions.
Maintain supply inventory, organize storage, and develop creative, low-cost craft and program ideas to sustain a wide variety of activities throughout the year.
Lead seasonal, cultural, and holiday programming that honors residents’ traditions and enhances community cohesion while managing timeline, vendors, décor, and volunteer coordination.
Design and deliver training for staff and volunteers on best practices in activity facilitation, dementia-friendly programming, behavior management, infection control during group activities, and documentation standards.
Market programs internally and externally through flyers, newsletters, social media posts, and bulletin boards to increase participation and promote upcoming events.
Serve as a point of contact for families, guardians, and outside partners to gather feedback, resolve concerns, and encourage family involvement in personalized activities and celebrations.
Implement behavior-support strategies and de-escalation techniques during activities, documenting interventions and modifying plans to prevent recurrence of incidents.
Stay current with recreation therapy trends, evidence-based programming, and community resources; attend professional development and incorporate new ideas into programming.
Ensure compliance with all regulatory, licensing, and accreditation standards related to activity programming; participate in audits and corrective action planning when necessary.
Oversee procurement and safe use of adaptive equipment, therapeutic tools, and sensory materials while adhering to infection control, storage, and maintenance protocols.
Create and manage special events and large-scale programs (open houses, family days, themed socials) from concept through execution, including timelines, volunteer coordination, vendor contracts, and post-event evaluations.

Secondary Functions

Assist with resident orientation and onboarding by introducing new participants to activity offerings and matching interests to program opportunities.
Support interdisciplinary documentation needs by contributing activity-related information to care plans and treatment team meetings.
Participate in quality improvement initiatives focused on engagement metrics, fall reduction during activities, and resident satisfaction.
Maintain digital and physical marketing collateral and update community-facing calendars and websites to reflect current programming.
Provide coverage for other lifestyle or hospitality functions during staffing shortages (reception, transportation coordination, event set-up).
Collect and analyze participant satisfaction data, summarize trends, and propose program enhancements to leadership.
Help maintain compliance with privacy and confidentiality standards when handling participant records and family communications.
Coordinate minor facility logistics for events (room reservations, seating arrangements, audio/visual setup) and report maintenance needs.

Required Skills & Competencies

Hard Skills (Technical)

Program design and activity planning for older adults, memory care, or community populations
Participant assessment and individualized activity plan (IAP) development
Documentation best practices: attendance tracking, progress notes, incident reporting
Budget management and basic financial tracking for program supplies and events
Volunteer recruitment, training, and coordination
Knowledge of regulatory and licensing requirements relevant to recreation and senior care (e.g., CMS, state health departments)
First Aid / CPR certification (current) and basic emergency response skills
Experience with activity management or scheduling software; proficiency in Microsoft Office (Word, Excel, Outlook)
Familiarity with therapeutic recreation concepts, behavior management techniques, and dementia-friendly programming
Transportation coordination and vendor management for off-site events
Basic marketing and social media skills to promote programs and boost engagement
Inventory management and procurement of program materials and adaptive equipment

Soft Skills

Exceptional verbal and written communication with participants, families, and multidisciplinary teams
High emotional intelligence, empathy, and cultural sensitivity for diverse populations
Creative thinking and program innovation to design engaging, meaningful activities
Strong organizational skills and attention to detail for scheduling and documentation
Leadership and team-building to motivate staff and volunteers
Flexibility and adaptability in fast-paced, variable scheduling environments
Problem-solving skills to respond to behavior, safety, and logistical issues
Time management and multi-tasking across concurrent events and administrative duties
Conflict resolution and de-escalation skills when navigating challenging participant interactions
Customer-service orientation and a positive, resident-centered attitude
Analytical mindset to measure program outcomes and make data-driven improvements
Patience and resilience working with individuals with cognitive, emotional, or physical limitations

Education & Experience

Educational Background

Minimum Education:
High school diploma or equivalent with relevant experience in recreation, caregiving, hospitality, or community programming.

Preferred Education:
Associate's or Bachelor's degree in Recreational Therapy, Gerontology, Social Work, Human Services, Hospitality Management, Education, or a related field.

Relevant Fields of Study:

Recreational Therapy / Therapeutic Recreation
Gerontology / Aging Studies
Social Work or Human Services
Hospitality, Event Management, or Leisure Studies

Experience Requirements

Typical Experience Range: 1–5 years of direct experience coordinating activities, programming, or recreation services in senior living, assisted living, memory care, community centers, schools, or similar settings.

Preferred: 2+ years experience in senior living or therapeutic recreation, demonstrated track record in program development, volunteer supervision, and regulatory documentation.

Certifications such as CPR/First Aid, Activity Director Certification (ADC), Certified Therapeutic Recreation Specialist (CTRS), or state-specific activity director credentials are highly desirable and may be required by some employers.