Recreation Coordinator in San Mateo, California at Highlands Recreation District

The Recreation Coordinator supports the planning, organization, supervision, delivery, and evaluation of District recreation, sports, active adult (senior), and enrichment programs occurring at various district and local recreation facilities including district-wide special events and promoting district marketing/multimedia communications. The position collaborates across departments to produce the District’s seasonal activity guides, manage social media content, develop promotional materials, and assist with logistical planning for community events. The Recreation Coordinator manages district facility rentals and supervision in support of the community and recreational needs. The position reports to, and receives general supervision from, the General Manager.

• Program Development: Identify community needs and design engaging programs seasonal / enrichment day camps, sports leagues, youth and senior programs.
• Staff Leadership: Recruit, train, schedule, and supervise seasonal, part-time, and volunteer staff, as well as activity instructors.
• Facility Rental and Special Events: Manage and schedule facility rentals with community partners, non-profit and or commercial groups.
• Budgeting & Procurement: Manage activity funds, purchase equipment and supplies, process participant fees, and track expenditures.
• Safety & Compliance: Enforce venue safety regulations, ensure equipment is well-maintained, and maintain current CPR/First Aid certifications.
• Marketing & Outreach: Promote events by designing flyers, writing press releases, and coordinating with local community groups.

Essential Functions and Tasks

· Prepares daily, weekly and seasonal schedules of events and activities

· Coordinate the planning, scheduling, and implementation of recreation and active adult (senior), youth programs, classes, and camps, sports tournaments, and holiday events including vendor coordination, supply acquisition, partner/volunteer alignment, staffing needs, schedules, and day-of operations.

· Monitor program and event supplies; prepare purchase requests, gather quotes, and track expenditures for assigned program areas.

· Collect, track, and maintain program and rental data including attendance, participation metrics, evaluations, trends, and community demand indicators, preparing reports as needed.

· Develop new program ideas, events, and community engagement opportunities based on community needs, trends, feedback, and District goals.

· Serve as the primary contact for contracted seasonal instructors, ensuring agreements, certifications, insurance, and required documentation are current and compliant.

· Support instructors, contractors, seasonal and rental staff, rental clients, and community partners by providing accurate information, resolving routine issues, and escalating complex concerns to supervisors as appropriate.

· Conducts informational meetings with staff, and volunteers concerning policies, procedures, rules and regulations related to their specific assigned activities

· Requires responsibility for analyzing community and group recreational needs, in selecting and adapting programs to meet those needs, in procuring the materials and resources necessary for implementing recreation programs, and in making the most effective use of the facilities and staff.

· Manage the District’s multimedia and promotional materials, including seasonal activity guides, flyers, graphics, videos, banners, and digital content, websites, outdoor kiosks, brochures and fliers; prepare press releases, news articles for community papers, and other marketing materials. Gathers program information, drafting descriptions, coordinating layout and design, ensuring brand consistency, and managing both physical and digital distribution, to promote district events and ensure consistent messaging across all departments.

· Manages the rental of district facilities by processing requests, preparing permits, coordinating schedules, communicating requirements to renters, ensuring renter agreements and supporting documents are up to date, and scheduling building attendants.

· Interface with local Highlands community groups and partners regarding facility rental requests, ensuring alignment with District policies and community priorities.

· Maintain recreation, facility rental scheduling calendars, ensuring accurate facility use, timely updates, and prompt resolution of scheduling conflicts.

· Assist with the development of annual budget for Seasonal and Rental Departments and monitor Seasonal and Rental budget line items throughout the year to support responsible financial stewardship.

· Perform other related duties as assigned that support the effective coordination of recreation programs, facility and aquatics rentals, communications, and district-wide events.

Required Qualifications

· Associate’s degree in recreation, communications, marketing, public administration, or a related field; or an equivalent combination of education and experience.

· Two years of experience coordinating recreation programs, facility rentals, events, communications, or closely related community services.

· Two years of experience supervising staff, contractors, and program volunteers.

· Experience coordinating with community groups, vendors, contractors, or program instructors.

· Proficiency with design and content-creation software (e.g., Canva, Adobe).

Preferred Qualifications

· Bachelor’s degree in recreation, marketing, communications, public administration, or a related field.

· Three years’ experience leading recreational activities, performing recreational support services, and/or recreational facility operations, planning or coordinating community events, seasonal programs, or facility rentals.

· Three years of experience supervising staff, contractors, and program volunteers.

· Experience producing activity guides, newsletters, or other multi-page publications.

· Familiarity with social media analytics, engagement strategies, and community outreach methods.