September 2025 – Currently 1 Job Posting
We’re Hiring: Program Coordinator
Position Overview
The Gabriola Recreation Society (GRS) is seeking a creative and experienced Program Coordinator to lead the planning, administration, and implementation of our community recreation programs on Gabriola Island (pop 4,500). This position works closely with the Operations Coordinator and reports directly to the GRS Board of Directors. The ideal candidate is an organized, collaborative professional with a passion for community recreation.
Part-time, 20 hours/week, with a 6 month probation period, and possible adjustment of hours as needed in future. $25-$30 hr depending on education and experience.
Responsibilities
Program Management:
- Create a diverse range of recreational programs and special events, both registered and drop-in, ensuring they meet the needs of various community demographics. Research and interview potential instructors and obtain feedback from community members and the Program Sub-Committee to guide new program creation.
- Oversee program delivery, including scheduling, and venue booking. Ensure safety and equipment needs are met.
- Provide assistance and oversight to instructors as needed. Track program attendance for annual reporting. Manage program cancellations, changes, and replacements in consultation with the Operations Coordinator and the Board.
- Use a secure, efficient registration system to collect participant information, including emergency contacts. Confirm program attendance with registrants one week in advance.
- Prepare and customize instructor agreements. Create and distribute instructor binders with class lists and special instructions. Ensure all instructors and adult supervisors for vulnerable persons programs have a satisfactory Police Information Check (PIC) completed through the RCMP.
Administration:
- Set programming cycles and registration dates. Work with the Operations Coordinator to implement and utilize a recreation registration software system. Maintain accurate records, reports, and correspondence, and keep the filing system organized.
- Contribute to the preparation of the annual budget. Approve invoices, handle cash. Liaise with instructors regarding pay periods and forward invoices to the Operations Coordinator.
- Oversee the inventory of program equipment and supplies, and purchase new items as needed. Monitor facility safety, security, and maintenance requirements.
- Answer and respond to phone calls promptly in collaboration with the Operations Coordinator.
- Prepare a monthly report for the GRS Board detailing program progress, registrations, and any notable issues.
Community Engagement: Build and maintain strong working relationships with community groups, the public, and various stakeholders. Attend relevant community meetings and utilize community feedback from sources like the RDN Master Plan for Parks and Recreation.
Communications & Marketing: With support from the Operations Coordinator, create and distribute program information through various channels, including the GRS website, social media, the Sounder Newspaper, newsletters, posters, and brochures. Write feature articles for local media.
Staff Supervision: Identify staffing needs to the GRS HR Subcommittee. With support from the Operations Coordinator, lead the recruitment process for seasonal staff, including advertising positions, conducting interviews, and onboarding new hires. Supervise and mentor seasonal staff.
Professional Development: Identify personal professional development needs to stay current in the field and bring professional development opportunities to the HR committee for review. Adheres to all GRS policies and regulations. Attends an annual performance review based on outcomes and accomplishments.
Qualifications
- Some post-secondary education in Recreation Management or a related field is preferred.
- Experience in program development and special event planning. Supervisory experience in a collaborative, team-oriented environment is required.
- Comprehensive knowledge of community recreation programs. Skills in leadership, financial management, and problem-solving. Excellent public relations and communication skills, both written and oral. Proficient computer skills, with a working knowledge of web-based programs. Strong organizational and time management skills. Ability to work independently with minimal supervision and exercise good judgement.
- Valid British Columbia Class 5 Driver’s License. Ability to obtain and maintain a satisfactory Police Information Check with a Vulnerable Sector check.
To Apply
Please submit your resume and cover letter by September 21, 2025 to info@gabriolarecreation.org.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.