Key Responsibilities and Required Skills for Aquatic Program Coordinator

🎯 Role Definition

The Aquatic Program Coordinator oversees the planning, implementation, evaluation, and continuous improvement of aquatic programs and facility operations. This role ensures safe, accessible, and high-quality swim lessons, open swim sessions, competitive and instructional programs, and special aquatic events while supervising staff, managing budgets, enforcing health and safety regulations, and cultivating community partnerships to increase participation.

📈 Career Progression

Typical Career Path

Entry Point From:

Lifeguard / Head Guard with supervisory experience
Swim Instructor or Water Safety Instructor (WSI)
Recreation Program Assistant or Aquatic Technician

Advancement To:

Aquatics Manager / Aquatics Supervisor
Recreation Program Manager / Parks & Recreation Director
Regional Aquatics Coordinator or Director of Community Services

Lateral Moves:

Facility Operations Supervisor
Swim Lesson Curriculum Specialist
Event & Rentals Coordinator (Aquatic Facilities)

Core Responsibilities

Primary Functions

Plan, develop, and deliver a full slate of aquatic programs including preschool and youth swim lessons, adult swim classes, competitive and recreational swim teams, aquatic fitness classes, and adaptive/therapeutic water programs to meet community needs and participation goals.
Create, maintain, and improve a progressive swim instruction curriculum aligned to Red Cross, YMCA, or equivalent water-safety standards that includes clear skill progression, measurable outcomes, and assessments for instructors and students.
Recruit, hire, train, schedule, mentor, and evaluate aquatics staff (lifeguards, swim instructors, pool attendants, head guards) to ensure consistent delivery of safe and high-quality programming while building a positive team culture.
Ensure all aquatic staff maintain current certifications and training (CPR/AED/First Aid, Lifeguard, Water Safety Instructor, Pool Operator/CPO where applicable) and manage tracking and renewals to avoid service disruptions.
Oversee pool and equipment operations including daily opening/closing procedures, chemical management, pool filtration systems, and coordination with maintenance vendors to ensure a safe, clean, and code-compliant facility.
Develop, manage, and monitor the aquatic program budget, including revenue and expense forecasting, program pricing strategy, fee schedule recommendations, grant applications, and cost control to meet financial targets.
Build and execute targeted marketing, outreach, and registration strategies (digital marketing, community partnerships, school outreach, social media) to drive enrollment, increase retention, and grow program revenue.
Create and manage staff schedules and shift coverage for lifeguards, swim instructors, and front-desk staff to ensure safe lifeguard-to-swimmer ratios and consistent program delivery across peak and off-peak hours.
Enforce facility rules, safety protocols, and emergency action plans; lead or coordinate emergency responses, incident reporting, and post-incident reviews with appropriate documentation and follow-up.
Conduct regular site inspections and maintain accurate records related to water chemistry, equipment maintenance, safety audits, and regulatory compliance with local health departments and state pool codes.
Manage participant registration systems, waitlists, refunds, and customer service inquiries in a timely, professional manner while analyzing registration trends to optimize class offerings and schedules.
Coordinate pool rentals, special events, and contracted programs, negotiating terms, preparing logistical plans, and ensuring staffing and safety requirements are met for private parties, competitions, and community events.
Analyze attendance, revenue, program impact metrics, and community feedback to produce monthly and annual reports for senior leadership and use data to inform continuous program improvements.
Implement inclusive programming and ADA-compliant accommodations for participants with disabilities, collaborating with therapists, adaptive recreation staff, and families to deliver individualized aquatic access.
Develop and maintain partnerships with schools, clubs, community organizations, public safety agencies, and swim teams to expand program reach and create mutually beneficial collaborative opportunities.
Manage inventory and procure supplies, equipment, and uniforms; maintain vendor relationships and coordinate repairs/replacements to ensure uninterrupted operations.
Facilitate professional development opportunities for aquatics staff through in-house trainings, certifications, and external workshops to improve instruction quality and staff retention.
Monitor and maintain customer safety communications, signage, swim test policies, and enforcement procedures to reduce liability and enhance participant confidence.
Design and implement special programs such as lifeguard certification courses, open water safety workshops, family swim nights, holiday events, and summer swim camps to diversify revenue and community engagement.
Lead outreach for risk-reduction initiatives, drowning prevention campaigns, and community water-safety education to strengthen public awareness and align programs with public health priorities.
Prepare grant proposals, sponsorship packages, and donor-facing materials to secure external funding for scholarships, facility upgrades, and program expansion.
Maintain accurate personnel records, training logs, payroll input data, and program documentation in compliance with organizational policies and municipal/state recordkeeping requirements.

Secondary Functions

Provide backup front-desk or registration support during peak times and fill staff vacancies to ensure smooth customer experiences.
Assist in developing long-range capital improvement plans for aquatic facilities, including input on equipment replacement cycles and ADA modifications.
Participate in community meetings, advisory boards, and interdepartmental committees related to parks and recreation planning and public health initiatives.
Support evaluation projects such as participant satisfaction surveys, program pilot studies, and needs assessments to inform strategic planning.
Collaborate with risk management and legal teams to update policies and liability waivers specific to aquatic programs and special events.
Maintain social media content calendars, update web pages with current schedules and program descriptions, and create promotional materials for seasonal campaign launches.

Required Skills & Competencies

Hard Skills (Technical)

Current Lifeguard Certification, CPR/AED for Professional Rescuers, and First Aid certification (Red Cross, YMCA, equivalent) — required.
Water Safety Instructor (WSI) or swim instructor certification with demonstrated ability to teach all ages and skill levels.
Certified Pool Operator (CPO) or equivalent pool chemistry and operations certification preferred; demonstrated knowledge of water chemistry, filtration, and facility maintenance.
Experience with registration and program management software (e.g., RecTrac, ActiveNet, CivicRec, Class®) and online payment systems.
Strong Microsoft Office skills (Excel for scheduling & budgeting, Word for policy documents, PowerPoint for presentations) and basic familiarity with Google Workspace.
Budget management, revenue forecasting, and purchasing/procurement experience for small-to-midsize municipal or community aquatic programs.
Incident reporting and safety compliance documentation; familiarity with local health department pool codes and regulatory inspections.
Ability to design, implement, and evaluate swim curricula and training materials, including lesson plans and progressive skill assessments.
Data analysis skills to interpret attendance trends, program KPIs, and utilization metrics to drive decisions.
Knowledge of ADA accommodations in aquatic settings and experience coordinating adaptive swim services.
Grant writing and sponsorship solicitations experience for program support and capital improvements (preferred).

Soft Skills

Strong leadership and team-building skills with a demonstrated ability to recruit, motivate, and retain seasonal and year-round staff.
Excellent verbal and written communication tailored to families, youth, partner organizations, and senior leadership.
Highly organized with strong time-management, multitasking, and prioritization skills in a fast-paced, customer-facing environment.
Exceptional customer service orientation, conflict resolution skills, and the ability to de-escalate incidents while enforcing safety rules.
Creative problem solving and adaptability to respond to weather closures, staffing shortages, and unexpected facility issues.
Attention to detail in maintaining safety logs, training records, chemical logs, and compliance documentation.
Community-minded and collaborative with experience building partnerships and outreach plans to diverse stakeholders.
Coaching and instructional skills with patience and positive reinforcement techniques for learners of varying abilities and backgrounds.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required.

Preferred Education:

Bachelor’s degree in Recreation Management, Sports Science, Kinesiology, Education, Public Health, or a related field preferred.

Relevant Fields of Study:

Recreation, Parks & Leisure Studies
Kinesiology / Exercise Science
Education / Early Childhood Education
Public Health / Community Health
Sports Management
Hospitality or Event Management (beneficial for rentals and special events)

Experience Requirements

Typical Experience Range:

2–5 years of progressive experience in aquatics programming, swim instruction, lifeguard supervision, or aquatic facility operations.

Preferred:

3–5+ years coordinating or supervising aquatic staff and programs in a municipal, nonprofit, YMCAs, private swim center, or university setting, including experience managing budgets, scheduling, and regulatory compliance.