Operations Coordinator
: Job Details :

DescriptionPOSITION SPECIFICSTitleOperations CoordinatorDepartmentCommunity RecreationStatusPart Time - 0.75 FTEOffice LocationWebbs Norman CenterReports ToCommunity Recreation ManagerPosition DescriptionSupports the Aquatics & Recreation Team with the implementation and development of programming, to include data collection, reports, scheduling, program inventory, and parent/community communication. To provide on-site programming support to the Community Recreation team to ensure quality programs and services are delivered, including evenings and weekends. ROCKFORD PARK DISTRICT VISION, MISSION AND LEADERSHIP BY VALUESAgency VisionTo be the best urban parks and recreation system in North America, as measured by national standards and the citizens we serve.Agency MissionThe Rockford Park District is in business to help people enjoy life by providing a quality park and recreation system.Vision & Planning SystemThe District aligns itself and all its resources to achieve its purpose, vision, mission, and priorities. This successfully drives the strategic plan, operational plans, and performance goals.Policy Management & Operations SystemEvery team member serves as an active contributor in the development of the team's operational plan; develops job strategies and plans that support the team's operational goals; identifies timetables for completion; plans daily work activities in an organized manner ensuring effective utilization of time and resources in the completion of job tasks.Leadership by Values SystemLeadership by Values can only be achieved if all team members believe in and live by these shared values: accountability, integrity, passion, agility, relationship oriented, results driven, service oriented, respectful, and innovative. While all team members share these essential values, our culture is enriched by and welcomes the diverse supporting values of its team members. RELATIONSHIPS TO RESULTS CULTUREDefinitionSustained by long-term, positive, exceptional relationships with stakeholders and team members as our hallmark of success. ONE TEAM, ONE GOAL COMMITMENTDefinitionTo work together to achieve the mission, vision, and shared values of the Rockford Park District.ConnectednessDepartments are truly interconnected to support the mission and vision of the Rockford Park District. ESSENTIAL FUNCTIONS include the following. Other duties may be assignedLeadership by Values

• Establish and maintain a high level of citizen confidence and support.
• Constantly discuss and refine team members core values to inspire them to achieve our shared values and shared purpose, vision, and mission.
• Establish and maintain exceptional relationships with all internal team members and external stakeholders.
• Create a work atmosphere that is safe, healthy, secure, and is conscious of work-life balance as well as the Park District's goals.
• Ensures a welcoming culture that cultivates inclusivity, equity, diversity and belonging for all people and aspects of our organization.

Operational Excellence

• Assists with developing and implementing service delivery manuals, training protocol, and team performance standardsto meet the diverse recreational needs of youth, teens, and families.
• Assist team members with working with independent contractors to provide quality service for the Rockford Park District.
• Routes inquiries to appropriate personnel or handle the customer's request appropriately.
• Assists with the collection, storage, and catalogues of photos for the department to be used for promotional and program purposes.
• Coordinates in developing correspondence, newsletters, flyers, mailings, field trips, program confirmations, and cancellations, training meeting notices, sign-in sheets, supplies, space, reservations, team meeting agendas, and minutes, daily filing of central file systems of accident reports, behavior conduct reports, and registration forms, program binders and computer files, answering phones, returning calls, for assigned programs.
• Assists with the coordination of invoices with Accounts Payable to ensure accurate and timely payments.
• Coordinate, lead, and document weekly staff meetings with various program teams to include topics such as: supplies, field trip procedures, safety reports, customer feedback, program planning and schedules, staff issues, lesson plans, and daily attendance.
• Gathers, loads, transports, inventories, purchases, and set-up/tear-down equipment and supplies as needed.
• Act as MOD when needed for the Community Rec Department

Program Development/Implementation

• Assist with the coordination, supervision, development and implementation of program curriculum and operational standards for the following programs/events: Lewis Lemon, RPS205's After-School Programs, Time to Play Neighborhood Playgrounds Program, and Outreach /Special Events.

Partnerships

• Provides daily administrative assistance to supervisors in an organized and professional manner.
• Forms working relationships with all groups and/or individuals that contribute to achieving the mission of the District and support improved quality of life. That includes serving as a liaison to community agencies in particular those providing services to youth, teens, and families.
• Seeks mutually beneficial partnerships to leverage resources to administer program area and serve neighborhoods.
• Assist in the submission and attainment of grants, sponsorships, donations, and alternative revenue partnerships.

Documents/Reports

• Assist supervisors with projects and program related documentation.
• Proofreads communication material such as agreements, newsletters and flyers, customer letters, and memorandums. Drafts correspondence and other communication as requested.
• Maintains all current paperwork and implements systems under the direction of the District requirements andSupervisor to include but not limited to: lesson plans, program documentation, staff performance, programanalysis, progress reports, attendance, evaluations, inventory, supplies and equipment, risk management, andrevenue control procedures.
• Provides feedback as needed on various projects.

Teamwork

• Assists the various operations reporting to the Operations Director to include but not limited to budget entry, reports, presentation materials, event assistance, etc.
• Actively participates in internal and external committees as assigned.
• Assists with the preparation and submission of marketing materials, other promotional materials, and information for the District's newsletters, guidebooks, and website.
• Willingness to assist in other areas of the Recreation Team as needed.
• Acts as Rec Trac Super User to support Systems Specialist and Recreation Departments as needed.

Staff Development

• Assist with recruitment, hiring, training, and evaluating the work of 200-250 seasonal employees, interns and 40 volunteers.
• Attend trainings, seminars, and conferences to enhance personal development and gain more knowledge.
• Attend team, department, and other meetings as required.

Compliance

• Assists with developing and implementing risk management activities for all programs including emergency action plans, school and parent communication, and safety protocols for all programs.
• Maintains a working knowledge of department safety procedures. Attend safety training programs and educational in-service trainings as required.
• Complies fully with the Rockford Park District financial policies including use of purchasing card.

RequirementsEDUCATION/EXPERIENCEHigh School Diploma, Associate Degree preferred; minimum of 3-5 years in Recreational Programming; minimum of 2 years of supervisory experience preferred.CRITICAL KNOWLEDGE, SKILLS AND ABILITIESTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Strong interpersonal skills that allow for success in a team environment
• Ability to multi-task, exercise initiative, problem solving and decision-making skills.
• Excellent organization skills
• Possess excellent communication skills in both written and verbal forms
• Work effectively with other District employees, partners, vendors, donors and volunteers
• Practical knowledge in revenue control, accounting and purchasing policies and procedures
• Practical knowledge of marketing and public relations
• Maintains current First Aid, CPR, and AED certifications

PHYSICAL REQUIREMENTSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:Medium work:Exerting up to 50 pounds of force occasionallyExerting up to 20 pounds of force frequentlyExerting up to 10 pounds of force constantly to move objectsWORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:Significant environmental factors may be applicable to this position:Dirt - outdoor programs, Noise - large groups of children, echoing gyms, sound systems in play areasTemperature - extreme cold and heat / dampness - events and outdoor programs in all seasonsConflict - patron and employee relations and participant verbal and occasional physical aggressionPatron care - exposed to bodily fluids due to illness of patronsSignificant work pace pressure - managing large number of employees / monitoring safety of staff and participants / travel to meetings, out of town, etc. / representing RPD in public settings / timely documentation / programming in various location and times / problem solving / finances, etc.