Fitness Coordinator - Los Altos

Position Summary:

Responsible for supervising the activities of a program with the direct support of the Executive Director.

BRANCH SPECIFIC RESPONSIBILITIES & DUTIES:

The Fitness Coordinator will develop, implement, manage, and lead the Fitness Department growth. The Fitness Coordinator is responsible for financial management that sustains the Y’s nonprofit business model while maximizing growth potential. Serve as a branch leader that values and supports the many facets of philanthropy as an essential component in achieving the Y’s mission.

1. Staff Management: Schedule, onboard, and train all fitness staff, ensuring proper coverage and readiness for both group fitness and personal training programs.
2. Staff Communication: Communicate with staff on a daily or weekly basis to ensure staff are aware of schedule changes and needs. Conduct virtual or in-person meetings with all fitness staff at least twice a year to maintain open communication, provide feedback, and discuss performance.
3. Group Fitness Coordination: Oversee the weekly group fitness schedule, ensuring minimal cancellations and modifying classes as needed to meet demand and maintain engagement. Communicate with all fitness staff on a weekly basis regarding the fitness schedule and any necessary changes. Track and analyze group fitness class participation, making data-driven recommendations for schedule adjustments and class offerings.
4. Personal Training Oversight: Ensure all member inquiries and personal training needs are addressed promptly, selecting the appropriate trainer for each client. Manage the redemption of personal training sessions bi-monthly and follow all YMCA payroll procedures.
5. Payroll and Time Management: Complete payroll for all fitness staff, processing time off and sick leave requests. Ensure accuracy and compliance with YMCA payroll standards and timelines.
6. Corporate Contracts: Act as the liaison for corporate contracts, ensuring compliance and satisfaction with all agreement terms, particularly with partners like Boeing. Submit accurate and timely invoicing within the first three days of each new month.
7. Facility Oversight: Conduct daily inspections of group fitness and wellness areas, ensuring all equipment is organized and stored properly at the end of each day. Advocate for equipment upgrades or changes by presenting data-driven proposals.
8. Fitness/Wellness Orientations: Oversee member fitness and wellness orientations, ensuring all new members are introduced to the facility, equipment, and available programs in a welcoming and informative manner.
9. Staff Evaluations: Participate in ongoing staff evaluations throughout the year, providing input and making recommendations during the annual performance review process.
10. Additional Duties: Perform other necessary duties as required to ensure the smooth operation of fitness programs and uphold the YMCA’s commitment to quality and member satisfaction.

ADDITIONAL DUTIES:

1. Manage Branch programs, cash management and receipting procedures, enrollments and registrations, receivables and payments. Monitor program usage, check-in and service procedures, cancellations and changes. Ensure the accurate processing and management of program software systems including DAXKO and others.

2. Track program usage, inquiries, tours, terminations, etc.; prepare daily, weekly and monthly reports and schedules; collect and distribute program evaluations; conduct quality checks and satisfaction surveys.

3. Assist with member relations and involvement, member services inquiries, complaints and concerns. Responsible for new program sign-ups, and program needs. Process financial assistance requests.

4. Assist with the hiring, training, scheduling and supervision of staff. Attend regular staff meetings and assist as needed. Ensure program requirements are enforced.

5. Assist with promoting program awareness through publications, marketing materials and member promotion programs. Participate in community/facility events.

6. Assist with fundraising and special event efforts; serve as a staff liaison for fundraising team. Provide staff leadership for branch special events.

7. Follow and enforce safety standards, policies and procedures. Ensure proper care and use of assets.

8. Attend all staff meetings, trainings and other YMCA functions as required by supervisor.

9. Maintain open lines of communication with staff, parents, and supervisor.

10. Perform other duties as assigned.

YMCA Competencies (Leader):

Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fund-raising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view, and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others.

Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures, and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change, and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

1. College Degree and/or equivalent experience required.

2. CPR, First Aid and AED certification required.

3. 2 years experience in related field required.

4. Experience in program leadership and staff supervision preferred.

5. Experience in sales/marketing, membership retention, program leadership and staff supervision preferred

6. Ability to handle multiple assignments, organizational skills, basic PC and typing skills required.

7. Additional Requirements: Criminal Clearance: Including Fingerprints and background clearance

8. Health Screening with Negative TB Test and Negative Drug test screening.

9. Complete all required online training(s).

WORKING CONDITIONS:

Environmental Factors: Indoor and outdoor facilities (e.g. fitness and recreational sites); exposure to heat, cold, potentially hazardous chemicals, toxic materials; work on slippery or uneven surfaces. Noise level is usually moderate.

Physical Demands: The 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. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to stoop, bend, kneel, crouch, talk, hear, stand, walk, sit, reach with hands and arms. The employee must occasionally lift, push, pull, and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.