Assistant Activity Manager – Job Description

Position Overview

The Assistant Activity Manager supports the Activity Manager in the planning, coordination, and execution of all excursions and on-campus activities. This role is hands-on and operational, ensuring that daily programming runs smoothly, staff are prepared, and students have a safe, engaging, and high-quality experience.

The Assistant Activity Manager serves as the primary support system to the Activity Manager and acts as a backup leader in their absence, helping oversee staff, logistics, and student supervision.

PRE-PROGRAM PLANNING & PREPARATION

Excursion & Activity Planning Support

• Assist in researching, booking, and confirming excursion sites, transportation, and reservations. 
  
• Help build and maintain a database of approved vendors, restaurants, and activity locations within budget. 
  
• Support the development of weekly excursion schedules and daily itineraries. 
  
• Assist in reviewing and adjusting plans based on staffing, group size, weather conditions, and program needs. 
  

Logistics & Resource Preparation

• Assist in preparing all materials required for excursions (directions, itineraries, contact lists, emergency protocols). 
  
• Ensure staff have necessary supplies (backpacks, tickets, travel cards, meal arrangements, etc.). 
  
• Support organization and tracking of equipment, uniforms, and program resources. 
  

Staff Training & Readiness

• Assist in onboarding and training Activity Leaders and counselors. 
  
• Help communicate expectations, procedures, and safety protocols. 
  
• Support preparation of staff for both on-campus and off-campus responsibilities. 
  

DAILY PREPARATION (PRE-EXECUTION PHASE)

Program Readiness

• Assist in finalizing and distributing daily schedules and instructions to staff. 
  
• Ensure all Activity Leaders understand their assignments and responsibilities. 
  
• Verify readiness of transportation, reservations, and materials. 
  

Staff Coordination

• Support the Activity Manager in assigning staff roles based on strengths and experience. 
  
• Conduct check-ins with staff prior to departures to confirm preparedness. 
  

Student & Chaperone Communication

• Assist in ensuring students and chaperones are informed of schedules, meeting points, and expectations. 
  
• Help manage attendance and accountability prior to departures. 
  

PROGRAM EXECUTION (DURING ACTIVITIES & EXCURSIONS)

On-Site Leadership & Oversight

• Actively monitor excursions and on-campus activities to ensure adherence to schedules and safety protocols. 
  
• Conduct regular check-ins with Activity Leaders and staff. 
  
• Provide immediate support and direction to staff when needed. 
  

Problem-Solving & Crisis Management

• Respond quickly to issues such as delays, behavioral concerns, logistical breakdowns, or emergencies. 
  
• Assist in resolving conflicts between staff, students, and chaperones. 
  
• Maintain calm, professional decision-making under pressure. 
  

Student Supervision & Safety

• Support enforcement of student supervision standards at all times. 
  
• Ensure student welfare, discipline, and safety are maintained throughout all activities. 
  
• Act in loco parentis when required. 
  

Customer Experience Management

• Help ensure a high-quality, engaging, and positive experience for all participants. 
  
• Support communication with chaperones and address concerns in real time.
  

POST-ACTIVITY OPERATIONS

Debrief & Feedback Collection

• Assist in gathering feedback from staff, students, and chaperones. 
  
• Identify areas for improvement and communicate insights to the Activity Manager. 
  

Staff Check-Out Procedures

• Support collection of materials such as receipts, travel cards, media (photos/videos), and equipment. 
  
• Ensure accountability for all resources issued to staff. 
  

Program Evaluation Support

• Assist in reviewing daily outcomes against expectations. 
  
• Contribute to ongoing program improvements and adjustments. 
  

MEALS & LOGISTICS MANAGEMENT

Off-Campus Dining Support

• Assist in researching and coordinating restaurant options within budget. 
  
• Help manage reservations, payments, and meal logistics. 
  
• Troubleshoot issues related to meal cards or payments. 
  

On-Campus Meal Coordination

• Support ordering, receiving, and distribution of food deliveries. 
  
• Ensure adequate supplies and proper setup for meals. 
  
• Assist in supervising staff responsible for meal service. 
  

STAFF LEADERSHIP & TEAM MANAGEMENT

• Support the Activity Manager in supervising, mentoring, and motivating staff. 
  
• Assist in conducting staff meetings and providing updates. 
  
• Help monitor staff performance and provide feedback. 
  
• Reinforce accountability, professionalism, and team discipline. 
  
• Step into leadership roles when necessary, including leading excursions. 
  

PROGRAM QUALITY CONTROL & CUSTOMER SERVICE

• Assist in maintaining high standards across all excursions and activities. 
  
• Support continuous improvement efforts based on feedback and observation. 
  
• Help ensure strong relationships with students, chaperones, and stakeholders. 
  
• Contribute to maintaining a positive, energetic, and structured program environment.
  

ADMINISTRATIVE & OPERATIONAL SUPPORT

• Assist in maintaining accurate daily records (attendance, expenses, reports). 
  
• Support documentation and submission of receipts and financial tracking. 
  
• Help manage and safeguard program resources and inventory. 
  
• Complete additional administrative tasks as assigned. 
  

RESIDENTIAL & CAMPUS SUPPORT DUTIES

• Assist with student arrivals, departures, and orientations. 
  
• Support residential supervision, including evening duties and room checks. 
  
• Help manage student concerns, room issues, and general inquiries. 
  
• Assist in maintaining cleanliness and organization of shared spaces. 
  
• Support coordination with campus or facility staff. 
  

EMERGENCY RESPONSE & FLEX SUPPORT

• Act as a secondary point of contact during emergencies. 
  
• Be available to support operations outside standard hours when required. 
  
• Step in for the Activity Manager when needed. 
  
• Assist with broader camp operations, including staffing gaps or unexpected needs. 
  

QUALIFICATIONS

• Bachelor’s Degree (preferred). 
  
• Experience in summer camps, youth programs, or event/activity coordination. 
  
• Demonstrated leadership or supervisory experience. 
  
• Legal authorization to work in the United States. 
  

CORE COMPETENCIES

• Leadership and team support 
  
• Strong organization and attention to detail 
  
• Ability to multitask in high-pressure environments 
  
• Effective communication and interpersonal skills 
  
• Problem-solving and adaptability 
  
• High level of accountability and initiative 
  
• Customer service and student-centered mindset 
  

WORK SCHEDULE

• 60 hours per week 
  
• Schedule based on program needs 
  
• One day off per week (coordinated with Center Director) 
  
• Availability required outside standard hours for emergencies 
  

ROLE CLARITY (IMPORTANT)

The Assistant Activity Manager is not a passive support role. This position is expected to:

• Drive execution of all activity plans 
  
• Act as the operational backbone of the program 
  
• Step into leadership seamlessly when needed 
  

This role is essential to ensuring the Activity Manager can focus on high-level coordination while the Assistant ensures flawless day-to-day delivery.