Activities Coordinator

Activities Coordinator/Manager - Happy Trails (Surprise, AZ)

Summary

Coordinates all resident activities for the resort and manages the Activities department.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned. These duties may vary from season to off-season times.

Full-Time Position - Benefits after 30 days.

Activities Sponsored Events

• Develop a wide range of activities and functions such as entertainment, speakers, dinners, dances, holiday events, seminars and medical screenings.


• Organize and direct recreational, entertainment, social and educational activities and services for the residents.


• Negotiate with bands/speakers/producers to contract and schedule entertainment with guidelines agreed upon by Management.


• Evaluate events and entertainers for future repetition.


• Help residents resolve concerns or problems about recreational activities.


• Seek new and varied programs for consideration by Management.

Activities Office

• Recommend policies, procedures and guidelines regarding activities and facility usage to Management.


• Request checks for events.


• Establish procedures and training for volunteers using the cash register and proper handling of funds.


• Recruit, train and supervise the Activities Office volunteers.


• Maintain inventory of activities equipment and supplies as well as items sold by the Activities Office.

Clubs and Organizations

• Encourage each group or club to be self-supporting by helping with the advertising/planning of fundraising events.


• Guide groups in their construction of by-laws to fit the requirements of Happy Trails.


• Supervise scheduling the use of common area rooms, Performing Arts Center and Town Center Area.


• Negotiate, as necessary, with individual Happy Trails clubs and organizations for space requirements so that as many activities as possible may be accommodated.


• Hold Presidents meetings twice during the season to give updates on policies and procedures and resolve any problems.

Entertainment

• Pricing of Entertainment


• Printing of Entertainment books


• Ticketing – Season/Single/In-person/On-line

Media

• Advertise events, classes, programs and activities through printed fliers, schedules, bulletin boards, signup sheets, posters, HT website, Nosey Coyote and other media to keep residents informed.


• Prepare monthly Activities input to the Nosey Coyote.

Association Manager, Board of Directors, and Staff Interaction

• Present to Association Manager request for approval of items needed in Activities.


• Provide interface with Board Committees as necessary.


• Work with Chuckwagon staff to coordinate dinner/dances.


• Keep Patrol staff aware of events that may draw in non-residents.


• Request support for events from Maintenance staff thru work orders.


• Coordinate with sound techs for use of sound equipment.

Other

• Supervise Activities Assistant


• Assist in determining AED requirements and equipment purchase.


• Inform management of department progress and problems.


• Work flexible hours to maintain necessary contacts with day, evening and weekend functions and events.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate’s degree or equivalent from two-year college or technical school or six months to one-year related experience and/or training; or equivalent combination of education and experience. Degree in Recreational Activities may be given preference.

Physical Skills

The individual must have above average energy and stamina to be able to maintain a hectic interruptible pace during the season. Must be able to work full eight-hour days in addition to many evenings, weekends and all holidays. More than fifty hours of work per week are required during peak season.

Language Skills

Ability to read, analyze and interpret general business procedures or government regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of residents or the general public. Ability to read and write simple entertainment contractual agreements. Must be able to pleasantly interact with residents, vendors and other staff members, in person and on the telephone.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions and percentages. Ability to keep simple financial records. Ability to monitor and recommend budget for Activities department.



Reasoning Ability

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.

Computer Skills

Ability to design posters, tickets, signs, and develop reports.

Supervisory Responsibilities

Directs volunteers with responsibility for coordination and evaluation. Interviews and trains volunteers; plans, assigns and directs work assignments, providing rewards and addressing complaints and resolving problems.

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