Recreation Coordinator - Aquatics (Staffing)

City of Hilliard; Columbus (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

City of Hilliard seeks an Aquatics Staffing Coordinator to manage staffing and scheduling for lifeguards, pool managers, and guest services. You will oversee recruitment, onboarding, and certification tracking while ensuring compliance and staff development.

Responsibilities include coordinating payroll-related processes, maintaining records, and providing coaching to staff. Collaboration with HR, guests services, and operations is essential for program alignment and smooth operations.

Qualifications

• Bachelor’s degree in Parks and Recreation Administration or related field; 1–3 years aquatics staffing/ops preferred.
• CPO/AFO certification or ability to obtain within 6 months of hire.
• American Red Cross Lifeguard/First Aid/CPR/AED certs or ability to obtain within 90 days.
• American Red Cross Lifeguard Instructor cert or ability to obtain within 90 days.
• Valid State of Ohio driver’s license with acceptable driving record.

Responsibilities

• Coordinate staffing, scheduling, and schedule publication for lifeguards, pool managers, and guest services staff.
• Monitor coverage, identify gaps, and follow up.
• Coordinate recruitment and outreach for aquatics roles (job fairs, new-hire lifeguard classes).
• Coordinate onboarding with HR for lifeguards and pool staff; track pre-hire steps.
• Maintain certification records and coordinate recertification and remediation.
• Provide coaching and performance feedback to aquatics staff; escalate concerns.
• Prepare staffing reports and analyze trends; track hours, payouts, rates, and status.
• Coordinate payroll processes and staff equipment ordering and inventory.
• Support on-call rotations and department-wide operations with other supervisors.
• Assist with registration processes for Red Cross classes in RecTrac.

Skills

Staffing & scheduling

Recruitment & onboarding

Certification tracking

Training coordination

Data reporting

Coaching & feedback

Cross-team collaboration

RecTrac proficiency

Education

Bachelor’s degree in Parks and Recreation Administration

CPO/AFO certification

Red Cross Lifeguard/First Aid/CPR/AED certifications

Lifeguard Instructor certification

Ohio driver’s license

Tools

RecTrac

Job description

Under the general supervision of the Recreation Supervisor – Aquatics, this position coordinates aquatics staffing, scheduling, recruitment, onboarding, certification compliance, training logistics, and workforce reporting. The position supports Lead Lifeguards, Lifeguards, Pool Managers, and Guest Services staff assigned to aquatics, helping maintain appropriate staffing levels, current certifications, effective schedules, and consistent staff development.

Coordinates staffing, scheduling, and schedule publication for Lifeguards, Lead Lifeguards, Pool Managers, and assigned Guest Services staff; monitors coverage and identifies gaps requiring follow-up.

Coordinates recruitment and applicant outreach for aquatics positions, including job fairs, new-hire lifeguard classes, and other staffing initiatives.

Coordinates onboarding with Human Resources for Lifeguards, Lead Lifeguards, Pool Managers, and assigned Guest Services staff; tracks completion of required pre-hire steps and training.

Maintains certification records and monitors expiration dates for lifeguarding, first aid, CPR/AED, and other required credentials; coordinates lifeguard recertification and certification remediation.

Coordinates in-service development and scheduling; supports the execution of in-service training and tracks participation and completion.

Provides coaching, performance feedback, and performance-management support for Lifeguards, Lead Lifeguards, and Pool Managers; documents concerns and coordinates personnel action forms with the Recreation Supervisor – Aquatics as appropriate.

Monitors staff attendance, availability, reliability, staffing levels, hours, payouts, rates, and related workforce metrics; prepares staffing reports and identifies trends and risks.

Coordinates lifeguard, Lead Lifeguard, Pool Manager, and assigned Guest Services payroll processes; follows up on missing or inaccurate information and maintains appropriate records.

Coordinates First Aid and staff equipment ordering, distribution, and inventory; supports the maintenance of required staff equipment and supplies.

Participates in the Aquatics on Call and Supervisor on Call (as assigned by department practice) rotations and collaborates with other Recreation Supervisors on department-wide operations, special events, and staff support.

Coordinates with Guest Services supervisors and facility management to support Guest Services scheduling, management, coaching, CPR certification and recertification, payroll, training, and operational support as assigned.

Coordinates with Guest Services leadership to add American Red Cross classes to RecTrac and supports related registration and administrative processes.

Works collaboratively with the Program Coordinator – Aquatics Programming to align staffing capacity with program schedules, special events, and operational needs.

Supports staff recognition, retention initiatives, applicant communication, and employee bonus tracking.

Communicates staffing updates, responds to staff inquiries, maintains accurate records, and escalates significant staffing or performance concerns to the Recreation Supervisor – Aquatics.

Performs other related duties as assigned according to Hilliard’s Promise: heart for service, strength in teamwork, and drive for excellence.

Knowledge, Skills & Abilities:

• Knowledge of staffing, scheduling, recruitment, onboarding, certification tracking, and training coordination practices.
• Ability to organize schedules, monitor staffing coverage, prioritize competing needs, and follow through on time-sensitive tasks.
• Ability to maintain accurate personnel, attendance, certification, payroll, and staffing records while handling confidential information appropriately.
• Ability to analyze staffing data and prepare clear reports on coverage, attendance, hours, payouts, rates, and certification status.
• Ability to coach and communicate effectively with staff at varying levels and to document and escalates performance concerns appropriately.
• Ability to work collaboratively with Human Resources, Guest Services, aquatics staff, and other department divisions.
• Ability to use scheduling systems, RecTrac, word processing, spreadsheets, e-mail, and other department software.

Minimum Requirements:

• Bachelor’s Degree in Parks and Recreation Administration or a related field preferred, with a minimum of 1 to 3 years’ experience in aquatics staffing and operation.
• Aquatics, recreation, workforce scheduling, recruitment, or staff training experience preferred.
• Possession of Certified Pool Operator (CPO) or Aquatic Facility Operator (AFO) certification, or ability to obtain certification within 6 months of hire.
• Possession (or history) of American Red Cross Lifeguarding/First Aid/CPR/AED certification, or ability to become certified within 90 days of hire.
• Possession of American Red Cross Lifeguard Instructor certification, or ability to become certified within 90 days of hire.Possession of a valid State of Ohio driver’s license with an acceptable driving record.

Physical Requirements:

• Must be physically able to operate a motor vehicle.
• May work around pool chemicals, mechanical equipment, bodily fluids, and other hazards associated with an aquatic environment; must use required personal protective equipment.
• Must be able to sit, stand, reach, twist, bend, walk, lift, kneel, grasp, and perform repetitive motions necessary to perform essential functions.