Activities Coordinator

A ctivities 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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