Activities Coordinator

Pine Castle; Jacksonville (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

Pine Castle in Jacksonville, Florida, seeks a dedicated event coordinator responsible for planning and executing program activities. This role involves ensuring customer satisfaction by managing logistics, coordinating with staff, and developing event budgets.

A Bachelor’s degree in a related field is required, along with strong communication and organizational skills. The position emphasizes teamwork and compliance with established protocols for quality assurance while engaging actively with program participants.

Qualifications

• Bachelor’s degree in a relevant field or five years of professional experience.
• Ability to communicate effectively with participants.
• Strong organizational skills for event coordination.

Responsibilities

• Coordinate and manage program-specific events.
• Ensure participant satisfaction during events.
• Develop and adhere to event budgets.

Skills

Event planning

Communication

Time management

Customer service

Education

Bachelor’s degree in Social Work, Sociology, Psychology, or Special Education

Job description

SUMMARY

Provides support to program staff and participants as required by directing, designing, coordinating, and assisting in production of program activities. Ensures customer satisfaction in organizing facilities and details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional, and material.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides quality assurance for all program specific events as appropriate to regulation and requirements.
• Coordinate with Program Directors, Case Managers, and staff during event planning, design, and production within time limits i.e. Pine Castle Experience, special event festivals, volunteer events, external events, and activity schedules for workshops.
• Create and distribute event lists including itineraries, program pamphlets, and invoices.
• Manage event set up, tear down and follow-ups by formulating plans with the ADT (Adult Day Training) staff handling any contract needed, arranges the organization, and hosting of event.
• Establish standardized event procedures and train staff into properly following protocol for each event.
• Construct and follow event budget.
• Engage with ADT staff and program participants presenting ideas and solutions.
• Maintains supplies for workshop curriculums.
• Ensures the collection, organization, and analysis of information about individuals through appraisal of their interests, aptitudes, abilities, and personality characteristics for recreational planning.
• Makes recommendations to appropriate parties on behalf of participants in obtaining services and equipment pertinent to their daily activities.
• Works directly with staff, participants, family members, and other significant persons to provide customer satisfaction required for program specific events.
• Reviews and analyzes reports related to program planning for the purpose of quality management and compliance to standards.
• Serves as liaison in activities with other agencies.

SUPERVISORY RESPONSIBILITIES

Directly assist program staff and participants in assigned activity areas. Proactively handle any arising issues and troubleshoot any emerging problems on the event day.

QUALIFICATION REQUIREMENTS

• Education and/or Experience: Bachelor’s degree in Social Work, Sociology, Psychology, Special Education, or other human services related field from four-year college or university and one year of professional experience; if lacking a four-year degree, five years of professional experience in mental health, counseling and guidance, social work, health, rehabilitation or related field may be substituted for the degree.
• Language Skills: Ability to meet with program staff and program participants to work out event details, plan with the staff, scout and reserve locations, entertainment, and cleanup. Ability to talk to program participants, listening to their needs and presenting ideas and solutions to their requirements. Ability to work with external vendors and other parties at the same time. Ability to effectively present information and respond to questions from participants, families, referring agencies, and the general public.
• Mathematical Skills: Ability to collect data and to understand information related to data obtained.
• Reasoning Ability: Ability to manage multiple projects independently. Ability to deal with several abstract and concrete variables.
• Certificates, Licenses, Registrations: Valid FL Driver’s License or valid FL ID; including proof of insurance as needed. Maintain all required certifications needed to meet standards. First Aid, CPR, HIV/Aids and Infection Control certification, etc. should be attained within 90 days of employment and must not expire for continued employment. Completion of required background screening as required by Florida Statutes.
• Other Skills and Abilities: Excellent time management and communication skills; Ability to understand capabilities and needs of persons with disabilities; Ability to remain flexible in the acceptance of the constant flow and interruption of program updates; Familiarity with professional ethics related to confidentiality; Ability to market program events to the general public.

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 talk or hear. The employee frequently is required to sit. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

WORK ENVIRONMENT

The 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. While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions. The noise level in the work environment is usually moderate.