Club Coordinator Job Description

Many Club Coordinators move up from program counselor or volunteer roles, and the position itself is often a stepping stone toward Club Manager or a senior program coordinator title. The work sits between direct service and oversight. Because many programs must meet state child care licensing rules, the Club Coordinator undergoes background screening and enforces strict safety and staffing ratios, while grant-funded initiatives add separate reporting obligations to a national or regional office. Sitting between frontline staff and the Club Manager, the Coordinator keeps daily programming running smoothly while feeding results upward for funders and organizational leadership alike.

As the Club Coordinator, you own the day-to-day delivery of youth programming, from scheduling activities to keeping staff and volunteers on track toward stated goals. Volunteers, program counselors, and specialty staff look to this position for direction and day-to-day guidance, while it reports to a Club Manager or Program Coordinator above it.

Career Impact: Owning licensing compliance and grant reporting builds the exact track record hiring managers expect when considering candidates for a Club Manager promotion.

Business Impact: Consistent, well-run programming keeps grant-funded initiatives compliant and keeps kids and families safely and consistently engaged throughout the year.

Growth Opportunity: The role opens toward Club Manager or a regional community coordinator seat as programs, partnerships, and funding streams expand over time.

• Design weekly and seasonal programming calendars that keep youth activities engaging, age-appropriate, and aligned with program goals.
• Coordinate volunteer, counselor, and program staff schedules across daily sessions, special events, and seasonal camp periods.
• Monitor program quality and safety compliance against state child care licensing rules and funder reporting requirements.
• Establish partnerships with schools, community organizations, and local sponsors to expand program reach and sustainability.
• Mentor volunteers and program counselors on activity delivery, group management, and participant safety practices.
• Review incident logs, attendance records, and grant-funded program reports for accuracy before submission upward.
• Own day-to-day communication with families, program staff, and community stakeholders about schedules and events.
• Build relationships with area teachers, schools, and volunteer leads to recruit and retain program support.

• Bachelor's degree in youth development, education, or a related field, or equivalent work experience.
• 2 or more years of youth program or community coordination experience, supervising volunteers or part-time staff.
• Demonstrated ability to organize and manage group activities, volunteers, or part-time program staff across multiple sessions.
• Ability to build and maintain effective working relationships with staff, volunteers, schools, and community partners.
• Strong verbal and written communication skills for working with families, staff, and outside stakeholders.
• Working knowledge of program safety practices, activity ratios, and applicable state licensing or compliance requirements.
• Ability to train and guide counselors, volunteers, or junior staff on program delivery standards.
• Comfort working flexible hours, including evenings, weekends, or seasonal peak periods as programs require.

• Prior experience with nonprofit or community-based youth organizations, including their internal reporting, compliance requirements, and expectations.
• Familiarity with grant-funded program requirements and the outcome reporting they typically demand.
• Experience developing original activity curriculum or programming ideas rather than following an existing set plan.
• Valid driver's license and willingness to travel locally between partner sites, schools, or events.

• Volunteer retention rate, showing how well the coordinator supports and keeps helpers engaged.
• Safety and licensing audit pass rate, measuring adherence to required program compliance standards.
• Grant report on-time submission rate, showing reliability in meeting funder deadlines.
• Weekly program attendance count, tracking participation levels across scheduled youth activities.
• New community partnerships formed per year, reflecting growth in outside program support.

• Base Salary Range: $38,000 to $52,000 per year, depending on organization size and location
• Bonus: Rare in this sector, typically limited to small discretionary or performance based awards
• Equity: Not applicable, as this role sits within nonprofit and mission driven organizations
• Health Benefits: Medical, dental, and vision coverage typically offered to full time staff
• PTO: Around 15 to 20 paid days off plus standard holidays each year
• Common Perks: Professional development stipends, flexible scheduling, and program related training opportunities

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment is contingent on successful completion of a background check consistent with requirements for roles working with children. Reasonable accommodation is available under the ADA upon request. Candidates must be authorized to work in the United States. All qualified applicants receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by federal, state, or local law.

The Club Coordinator owns day-to-day human resources administration for the club, from new hire orientation and scheduling to payroll accuracy and benefits enrollment. Reporting to club leadership, the Club Coordinator keeps personnel records, performance documentation, and compliance postings current so hourly team members are supported and legally protected.

Key Responsibilities

• Participate in weekly meetings with the centralized hiring team and Regional HR Business Partner, and set up second interviews for Club Manager and Assistant Club Manager candidates.
• Conduct new team member orientation and facilitate and track training for all new hires.
• Act as the on-site administrator of the intranet-based training and communications system to coordinate club training needs such as cashier training and safety.
• Control comprehensive scheduling processes for all hourly team members.
• Ensure club payroll is completed accurately and timely each week and that all payroll records are maintained properly.
• Ensure the club performance management process, disciplinary process, and corresponding logs are maintained.
• Administer all personnel paperwork, including new hire paperwork, hourly wage increases, hourly promotions, terminations, workers' compensation, and unemployment claims.
• Support club talent acquisition efforts, including keeping the in-club hiring table and recruitment marketing materials current and communicating team member referral programs.
• Conduct benefit orientations and facilitate communication of the annual benefits open enrollment process.
• Process leaves of absence in coordination with the LOA specialist and outside vendor and address related workers' compensation issues.
• Maintain team member personnel and medical files.
• Answer team member questions or direct them to appropriate company resources, address non-complex team member relations issues or escalate them to the assigned manager, and handle team member confidential information with care.
• Complete HR self-audits as part of the overall club operational audit, maintain HR communication boards, and ensure all legal compliance postings remain current.

Required Qualifications

• Prior experience in human resources, administrative, or clerical work.
• Basic knowledge of MS Word, MS Excel, and email.
• Strong interpersonal and organizational skills.
• Ability to move about on hard surfaces for extended periods, including frequent sitting at a computer.
• Ability to occasionally twist, lift, bend, pull, reach, and move files, boxes, or objects up to 30 pounds or more with assistance.
• Comfort working indoors with frequent exposure to temperature extremes, loud noises, and occasional cleaning agents.
• Availability for regular, predictable, and full attendance.

Embedded within the club's youth development team, the Club Coordinator shapes programming across academic support, healthy lifestyles, and character and leadership outcomes for members ages 6 to 18, while overseeing the volunteers and program staff who bring that programming to life. Working closely with the club manager and lead youth development coordinator, the Club Coordinator tracks grant-funded reporting requirements and keeps programs compliant with organizational standards.

Core Functions

• Oversee the implementation and delivery of operations, programs, services, and activities that support youth development outcomes.
• Maintain close contact and interact regularly with the club manager, lead youth development coordinator, and other club staff.
• Allocate and monitor work assigned to program volunteers and interns, providing ongoing feedback and regular appraisal.
• Oversee proper record-keeping and reporting, including activities and events conducted, daily participation figures, notable achievements, and problems or issues.
• Establish and maintain club program goals and settings that help ensure the health and safety of members.
• Ensure club staff understand and communicate program standards, keep program areas safe, well ventilated, and well lit, and keep club equipment in good working condition.
• Ensure the evaluation of club programs on a continual basis and ensure programs and activities respond to member needs and address gender and cultural diversity.
• Ensure that all grant-related programs are facilitated successfully and that reporting criteria are met.
• Provide direction, supervision, and professional development support to club staff and adult volunteers.
• Participate in activities and associations that maintain public trust in club programs and increase their visibility through posted schedules and event announcements.
• Ensure club staff and volunteers understand and follow organizational mission, policies, and strategic plans, and ensure completion of required reports in compliance with the national organization and other entities.
• Support the club manager with collaborative partnerships and maintain contact with other youth serving organizations, schools, and community organizations.

Qualifications & Experience

• Bachelor's degree from an accredited college or university.
• 4 or more years of work experience in youth development and supervision, or an equivalent combination of experience and education.
• Considerable knowledge of the mission, objectives, policies, and programs of youth serving club organizations and the principles and practices of nonprofit organizations.
• Demonstrated ability to organize, direct, and coordinate operations, personnel supervision, and the recruitment and retention of key personnel.
• Strong verbal and written communication skills.
• Ability to establish and maintain effective working relationships with club staff, subordinates, community groups, and other related agencies.

Reporting to the community engagement team, the Club Coordinator builds the network of regional code clubs, growing membership toward agreed targets while training and retaining the teachers and volunteers who run them. Partnering with schools and local organizations, the Club Coordinator delivers webinars, in-person training, and social media outreach that keep clubs active and visible.

Primary Duties

• Grow the community of code clubs in the region in line with agreed targets.
• Develop new partnerships and maintain existing relationships with partner organizations.
• Develop and implement volunteer and teacher recruitment and retention strategies.
• Deliver webinars, in-person training, and conference presentations to inspire teachers and volunteers to join the club community.
• Increase the sustainability of registered clubs by providing direct support and running programs that sustain engagement.
• Manage regional social media channels and engage with local organizations to promote the club community.
• Support the promotion of other organizational programs and initiatives.
• Collaborate with the community engagement team on newsletters and direct mail to engage educators and volunteers and celebrate their achievements.

Skills & Qualifications

• Experience growing, managing, and engaging with a community of volunteers.
• Experience building and managing strategic relationships, preferably in the education sector.
• Experience working with remotely based colleagues.
• Good knowledge of the technology education sector and digital making, or willingness to learn.
• Good understanding of devolution and the unique challenges and opportunities it can bring to the role.
• Practical knowledge of computing education and active involvement in the digital making community.
• Practical knowledge of G Suite, Slack, and other communication tools.
• Track record of using customer relationship management tools such as Salesforce.
• Great verbal and written communication skills, with the confidence to talk knowledgeably about coding and technology education to a variety of audiences.
• Relevant local networks and contacts that support organizational goals.
• Access to a car and a clean, valid driving license, with willingness to travel widely within the region.
• Availability to work specific weekdays as agreed, including two set days each week.

Sitting at the intersection of creative arts instruction and youth camp safety, the Club Arts & Crafts Coordinator leads daily arts and crafts programming for camper groups while keeping equipment, supplies, and activity spaces in safe, working order. Operating across counselor teams and the wider camp program, the Club Arts & Crafts Coordinator trains counselors on arts and crafts session responsibilities and partners with the performing and visual arts department, under state camp licensing rules.

Duties

• Create a safe, welcoming environment in which all program participants, staff members, and families can fully participate.
• Develop the program schedule, including daily activities and coordination of special events.
• Maintain supply inventory, including purchasing and organization.
• Ensure all equipment is in safe, working order.
• Understand and comply with organizational policies and procedures and state regulations related to operating a licensed children's camp.
• Plan and facilitate daily arts activities for all camper groups with arts and crafts specialty counselors.
• Train group counselors on their responsibilities when campers are in arts and crafts sessions.
• Support the assistant office manager or program coordinator with specialty programming as directed.
• Work with the performing and visual arts department to identify and facilitate special programming.
• Work collaboratively with other program leaders to use resources effectively and solve problems.
• Work with camper groups as needed to maintain adequate ratios during short-staffed periods or to ensure staff receives appropriate breaks.

Requirements

• Experience and training in a variety of arts and crafts areas.
• Experience working with children of diverse ages.
• Strong group and classroom management abilities.
• Ability to lead area counselors and teach facilitation techniques.
• Ability to manage supply inventory effectively.
• Strong creativity in project creation and problem-solving.

A key member of the gym's kids club team, the Kid's Club Coordinator builds weekly and quarterly programming that keeps children safely engaged while their guardians use the gym across multiple locations. Collaborating across kids club associates, the Kid's Club Coordinator creates training materials, reviews associate training twice yearly, and works a shift alongside the team to keep programming consistent.

Functions

• Develop a calendar of creative, educational programming that refreshes weekly and quarterly to create a fun and safe environment for kids.
• Create all training materials needed to implement the programming.
• Participate in a biannual review of kids club associate training.
• Work one shift per week as a kids club associate, including possible Saturday mornings, supervising, facilitating, and engaging in activities with kids.
• Maintain regular and punctual attendance.

Experience & Qualifications

• Bachelor's degree in early childhood education or a similar field required.
• Child and Infant CPR certification.
• Experience writing curriculum and developing programming for kids.
• Strong enthusiasm, energy, patience, and attentiveness when working with children.
• Excellent verbal and written communication skills.
• Strong customer service skills.
• Ability to work hard, multi-task, and solve problems effectively.