2 Administrative Coordinator - Recreation Jobs in The Villages, FL
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Villages Center Community Development District
The Villages, FL | Full Time
$42k-53k (estimate)
5 Days Ago
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Administrative Coordinator - Recreation
$42k-53k (estimate)
Full Time
5 Days Ago
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Villages Center Community Development District is Hiring an Administrative Coordinator - Recreation Near The Villages, FL
Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Recreation & Parks team. This position requires a solid background of advanced customer service skills used daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports The Recreation & Parks team. The District is looking for an individual with a desire to utilize their cutting-edge organizational skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.Competitive Benefits as a full-time employee of the District include:
This position encompasses administrative and staff support work of a complex nature supporting multiple functions of a diverse nature.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, But Not Limited To)Administrative
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)Work 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 essential functions.
While performing the duties of this job the employee will be exposed to the following:
While performing the duties of this job, the following applies:
- Medical Insurance (fully paid for employee single coverage)
- Voluntary health benefits, including Dental and Vision Insurance
- 401(a) Retirement Plan, with contributions funded by the District
- 457(b) Retirement Plan, permitting employee pre-tax deferrals
- Flexible Spending programs for both Medical and Dependent Care
- Employee Assistance Program
- Paid Time Off
- Tuition Reimbursement
- Public Service Loan Forgiveness Eligible
- Tier 2 qualifying organization for The Villages Charter School
This position encompasses administrative and staff support work of a complex nature supporting multiple functions of a diverse nature.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, But Not Limited To)Administrative
- Maintains calendars, schedules and arranges appointments. Position requires oversight of and/or functions as Recreation Administration office manager. Supervisor of one (1) full-time and two (2) part-time employees. Responsible for directing and ensuring recreation services representative (RSR) positions are fulfilled for recreation administration staff operations.
- Perform research and analyze data for projects, assisting Director of Recreation with any documents, forms for distribution to Department.
- Assist the Director of Recreation in the development and implementation of board directed policies. Ensure staff understands policies and develop procedures for implementing changes and new policies as directed. Stay informed of District and department policies and changes/updates.
- Oversight of the District issued cell phones for Recreation Department and contact for all issues regarding the cell phones; Liaison between department and Purchasing Department regarding District cell phone policies, issues and concerns.
- Receive and respond to emails sent to the Recreation Department email.
- Make procedural and operational recommendations to the Director to improve efficiency and effectiveness of operations while improving customer service.
- Assist in planning, design and development of special events, goals, objectives, plans and programs for Recreation and the District.
- Review correspondence from District Manager’s office/Clerk’s office to keep aware of issues relating to the District. Communicates Recreation information to other District Departments and The Villages as needed.
- Reports issues to and interacts with The Villages Information Systems regarding but not limited to network issues (AS400, windows, wireless, internet, reports) for all recreational facilities for over 500 staff members. Requiring constant monitoring and communication on all technical issues after hours and on weekends.
- Create presentations to profit/non-profit organizations, public officials and public regarding District programs and initiatives.
- Coordinate and oversee phone book revisions for Recreation and Executive golf.
- Represent the District public at meetings and other activities required/directed.
- Attends District meetings, workshops and seminars involving recreation issues and projects.
- Prepares general correspondence, proclamations, and commendations as appropriate.
- Designs and implements information to maintain monthly employee newsletter.
- Designs and conducts surveys, reviews and analyzes data.
- Works with management team in the strategic planning and implementation process.
- Special projects as assigned including but not limited to coordination and oversight of VoIP phone system, computer and technology replace and renewal, internet connectivity monitoring and general areas as needed.
- Maintain and update accreditation files and correspondence.
- Create, update and maintain weekly status reports, reference material documents, calendars and events.
- Perform research and analyze data for projects, prepare reports and submit to Director for review to send to District board(s). Update and revise the department’s organizational chart to present to District Departments and Boards . Responsible for following up on action of a committee or assigned group to ensure that decisions are implemented and appropriate parties are notified.
- Design, format and prepare recreation related reports and presentations as directed by the District boards or other District Departments.
- Draft agreements and agenda requests for review and approval as needed for District boards.
- Collect data on an annual basis to ensure department is in compliance with agreements and accreditation.
- Assist Director in monthly training orientations for all new Recreation employees.
- Prepare Employee Performance Evaluations for Director (Admin).
- As directed, represents Director of Recreation at public meetings, staff functions and speaking engagements in the absence of the Director of Recreation &/or Recreation Managers (example – welcome new employees to the District for HR Orientation).
- Assist the Director of Recreation and Recreation Managers with the Recreation Budget by typing and reviewing forms.
- Assist with board presentation of proposed budgets and complete related board reports.
- Compiles data for submission of budget documents.
- Follow District incident reporting protocols for all incidents related to self, residents and/or guests, including but not limited to health, safety, lost items and/or facility conditions by reporting same immediately to the Recreation Manager(s) at the time of such incident, or no later than the end of an assigned shift.
- Provide assistance to managers, supervisors, RSRs, Customer Service Department, Boat Tours and Fitness Clubs with all issues.
- Utilize Microsoft Outlook to schedule meetings and appointments, write letters, reports and prepare documents as needed.
- Prepare agendas and attend staff meetings / regional meetings/ RSR meetings and takes the meeting minutes.
- Receive visits or phone calls regarding concerns/issues from residents / guests and other departments, which may be resolved or referred to proper person for resolution.
- Written and oral communication to Recreation Managers, RFM, Supervisors, RSRs and Department Directors on behalf of Director of Recreation.
- Assist Director and Recreation Managers in the performance of assigned responsibilities as needed.
- Organize office operations and procedures and acquisition of office materials/supplies for Director and Administrative Team.
- Schedule/coordinate meetings and room set up as necessary.
- Assist with schedules, arranging appointments, meetings, training workshops for Management Team.
- Responsible for establishing and maintaining all official Recreation Department documents and records in appropriate files.
- Performs other duties as assigned.
- May be expected to perform additional duties in an emergency.
- Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
- Models behavior to the District Core Values at all times.
- Fosters a teamwork environment.
- Bachelor’s degree from four-year college or university in Communications, Public Relations, Business Management/Marketing or related field; or four consecutive years related experience and/or training; or equivalent combination of education and experience.
- CPR/AED training.
- Valid Florida Driver’s License required.
- Required FEMA (ICS) certifications must be completed within six months of hire.
- All candidates and employees must successfully pass background and drug screening.
- Proven understanding of the principles and practices of public administration, including personnel and budget administration, along with the philosophy and objectives of Public Recreation, Psychology and Sociology.
- Demonstrated use of Intermediate or better proven proficiency in personal computer skills, specifically in Microsoft Word, Excel, Outlook and PowerPoint.
- Ability to successfully read, analyze, and interpret general business periodicals, professional journals, financial reports and legal documents.
- Ability to write reports and business correspondence to managers, clients, customers and the public.
- Must have excellent written and verbal communication skills, as well as a professional appearance and demeanor.
- Ability to work on weekends and after hours to meet timelines, attend meetings and to make sure all events run smoothly.
- Strong work ethic and commitment to providing optimal Customer Service.
- Ability to be well-organized & successfully prioritize responsibilities in a fast-paced environment to meet multiple demanding deadlines.
WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS (Includes, but not limited to)Work 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 essential functions.
While performing the duties of this job the employee will be exposed to the following:
- While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, or airborne particles.
- The noise level in the work environment is usually quiet in the office, and moderate in the field.
- The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel classified in this position. This job description is subject to change as the needs and requirements of the change.
While performing the duties of this job, the following applies:
- Work is performed mostly in office settings. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
- While performing the duties of this job, the employee is occasionally required to stand or sit; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms, push/pull, reach forward and overhead, twist, squat, sit, balance; talk and hear.
- The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
- The employee must occasionally lift and/or move up to 10 pounds.
Job Summary
JOB TYPE
Full Time
SALARY
$42k-53k (estimate)
POST DATE
06/22/2024
EXPIRATION DATE
06/22/2024
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