Recreation & Active Living Program Specialist

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.

The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.

We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

The Recreation and Active Living Program Specialist is responsible for leading and overseeing the Program Service Delivery process, including staff supervision, for City-led Recreation and Active Living programs. These programs will exceed industry standards and involve creating and maintaining collaborative community relationships to maximize community resources and partners. The position will ensure that programs contribute to the community quality of life by being accessible and impactful.

This position is highly public-facing and works closely with internal departments and external agencies. The Recreation and Active Living Program Specialist will build relationships with community organizations, schools, and businesses to enhance program quality, relevance, and access.

The Recreation and Active Living Program Specialist provides supervision and leadership to Program staff (Program Coordinators, Program Leaders, and Volunteers), along with Contractors and Instructors. Through effective leadership and supervision of program delivery staff, establishing clear program policies and standards, and offering high-quality programming; identified needs, gaps and corporate priorities will be addressed.

With specialized focus in programs and programming, this position may be utilized to provide insight in the areas of issue management and facility development as it would relate to Recreation programming. This position will provide support to City Led Special Events in Recreation programming.

This position will provide support to City Led Special Events in Recreation programming.

This is a full-time, permanent position.

Salary: 14A - $82,937.40 - $98,589.40 annually.

RESPONSIBILITIES

1. Leadership & Supervision
• Communicate and integrate the benefits of Recreation and Active Living into messaging, training, and other materials and contexts.
• Act as the professional face of the corporation within the community, ensuring that integrity, respect, accountability, and confidentiality are standard.
• Align with the City’s strategic and corporate plans as well as the values and guiding principles.
• Establish a positive team culture for Program Coordinators, Program Leaders, and Volunteers that achieves excellence in customer service, safety, and programming.
• Advise on and create year-round, responsive, and sustainable programs for recreation, wellness, sport development, and general community interests in accordance with corporate planning tools and policies.
• Empower Program Staff through intentional delegation, encouraging independent problem-solving and balanced risk-management aligned with corporate standards.
• Provide input and recommendations into the strategic direction for recreation and active living programs under the guidance of the Program and Event Manager.
• Actively participate and contribute to the strategic and service planning activities of the Program and Events work unit and demonstrate a clear understanding of corporate planning documents, tools, and their application.
• Develop and foster positive relationships with community agencies, service groups, residents, and participants utilizing or partnering to implement programs.

2. Program Service Delivery
• Ensure all Recreation and Active Living programs align with corporate documents, comply with permitting processes (e.g., Special Event Permits), and adhere to applicable corporate rules and regulations.
• Implement key standards such as HIGH FIVE®, Developmental Assets, GBA+, Truth and Reconciliation recommendations, environmental strategies, and recreation/active living/movement frameworks.
• Conduct formal and informal jurisdictional and municipal scans to identify programming gaps, avoid duplication of services, recognize needs and trends, and develop strategies to maximize participation.
• Recognize and understand the implications of programming risks and emerging issues that may have broader significance, and work to develop solutions.
• Routinely review and analyze existing programs against local, provincial, and national trends to ensure quality, achievement of high standards, and continued relevance.
• Ensure program development considers both outcome and output targets, supported by related performance measurements; collect data for program development, report on program performance using a variety of measurement tools and strategies, and evaluate new program requests.
• Facilitate the Program Service Delivery process for City-led Recreation and Active Living programming and, where appropriate, for programs offered in conjunction with community organizations.
• Oversee and lead the effective planning, implementation, delivery, and evaluation of programs, including assessment of cost-effectiveness, participant inclusion, and methods of engagement in collaboration with departmental staff.
• Monitor and oversee program scheduling to avoid conflicts, ensure recovery of rental, admission, and registration fees, and maintain appropriate systems for records, statistics, and reporting.
• Contribute to the planning and delivery of City-led special events by managing recreation and active living components such as contractor coordination, staffing activations, safety considerations, and volunteer management (e.g., Canada Day and Light Up).
• Facilitate evaluations of programs with internal and external partners to inform recommendations for future programming.
• Facilitate the completion of annual reports from Program Staff that capture both qualitative and quantitative evaluations of programs and services, outlining progress, successes, recommendations, and future themes.
• Prepare and recommend specific work area program budgets, including supplies, staffing, fees, and contractor costs.
• Manage assigned program budgets in alignment with City policies and practices by tracking expenses and reporting as required.
• Recommend and implement adjustments to program fees and charges to reflect market changes.

3. Supervision
• Hire, supervise, coach, and mentor program staff (Program Coordinators, Program Leaders, and Volunteers) in alignment with corporate and department standards for productivity, quality, and goal accomplishment.
• Facilitate Program Coordinator and Program Leader staffing resources within assigned parameters, including scheduling, maintaining work records, and ensuring accurate documentation.
• Oversee Program Coordinators in scheduling, or directly prepare, schedules for subordinate staff, volunteers, contractors, and service providers in a timely and efficient manner that supports program quality, safety, and customer experience.
• Create and facilitate comprehensive training for identified program delivery staff to ensure standards for content, delivery, safety, and reporting are met with alignment to corporate and departmental policy.
• Train and support subordinate employees in effective records management and compliance with legislative standards (FOIP) related to participant registration, program rosters, and reports.
• Assign work, roles, and responsibilities to program staff to ensure smooth and efficient delivery of recreation and active living programs.
• Provide day-to-day supervision, coaching, training, and mentoring to subordinate staff in the fulfillment of their roles and responsibilities.
• Provide ongoing coaching, training, and mentoring to staff in achieving their goals and projects through regular employee discussions and performance reviews.
• Supervise the daily operations of Program Coordinators and Program Leaders (including summer temporary and year-round casual staff) by setting goals and expectations, making staffing decisions, demonstrating the importance of teamwork, and ensuring the overall efficiency of services provided by the team.
• Delegate authority and decision making within programs, as required and supervise staff, where appropriate, to ensure high-quality service is achieved and maintained.
• Lead regular team meetings focused on team building, improving communication, sharing best practices, resolving issues, planning, delivery, and enhancing collaboration.
• Support and promote an atmosphere of continuous improvement, self-assessment, and teamwork to ensure the overall efficiency and quality of services provided by the team.
• Ensure a safe, respectful, and harassment-free workplace for all program staff.
• Communicate operational, personnel, and compensation policies clearly to subordinates.
• Complete all performance review requirements for temporary and casual employees and liaise with Human Resources as required regarding personnel and payroll matters.
• Identify and address inappropriate or substandard conduct or behaviour of assigned personnel, following corporate processes and engaging the Manager as required.
• Ensure Program Coordinators and Program Leaders maintain appropriate work records, including daily logs, incident and accident reports, timesheets, duty sheets, and other required documentation.

4. Customer Experience
• Responds to customer concerns and complaints with tact, professionalism, and understanding within appropriate time frames.
• Receives and investigates complaints or concerns related to the delivery of recreation and active living programs offered by the City of Spruce Grove, ensuring appropriate information is provided and necessary actions are taken or assigned.
• Identifies issues and inquiries requiring escalation and ensures relevant details and customer contact information are documented and communicated appropriately.
• Completes required investigations, reports, and follow-up actions related to incidents or accidents.
• Maintains awareness of departmental and corporate events, programs, services, and facilities, as well as community-led and regional initiatives, to share accurate information with front-line staff, program participants, and residents.
• Develops and fosters positive relationships with participants, caregivers, families, community groups, and partner agencies involved in program delivery.
• Continuously reviews the Recreation and Active Living Program Service Delivery process through an inclusion lens to ensure accessibility and participation for all residents.
• Recommends and adjusts program delivery methods to accommodate participants of all abilities.
• Applies outcome-based knowledge to create and implement program evaluation tools and satisfaction surveys.
• Utilizes feedback and evaluation results to modify, enhance, and adapt programming as appropriate to community needs.

5. Risk Management & Safety
• Participate in the development and implementation of risk management and safety programs consistent with City standards, policies, and applicable provincial and federal legislation, ensuring the safety of employees and members of the public using facilities and services.
• Create, review, and participate in the development of new Safe Work Practices and Policies and Procedures for the Program and Event work area.
• Follow all corporate policies, procedures, and applicable legislation in the execution of duties.
• Adhere to and train staff on the Child and Family Enhancement Act, ensuring understanding of responsibilities associated with interacting with vulnerable populations.
• Comply with the City’s policies and procedures and contributes to a positive safety culture through the training and mentoring of subordinate employees.
• Ensure that Program Coordinators, Program Leaders, and volunteers are aware of corporate and legislative safety processes and understand the risks associated with their position responsibilities.
• Ensure staff are properly trained to respond to emergencies and meet health and safety requirements, reporting all incidents and accidents to the supervisor using approved reporting procedures.
• Participate in Health and Safety meetings and completes all required health and safety training.
• Take all practical steps to work safely at all times and ensures that all staff members follow safe work practices.
• Ensure that Program Coordinators and Program Leaders utilize City-owned and community-owned facilities safely and respectfully, maintain clean and organized inventory, and engage staff and volunteers in facility cleanliness and equipment care.
• Report all health and safety incidents and near misses in a timely and accurate manner.
• Ensure staff are properly trained to respond to emergencies and meet health and safety requirements, reporting all incidents and accidents to the supervisor using approved reporting procedures.
• Completes formal and informal risk assessments throughout the Program Service Delivery process and takes appropriate actions to mitigate identified risks.
• Collaborates with appropriate corporate supports to administer and monitor risk management practices related to volunteers and programs.

6. Public Relations & Marketing
• Provide guidance, input, and support in the creation and implementation of marketing and communication materials; update and monitor signage, messaging, policies, procedures, and operational processes; and recommend improvements to communication, marketing, social media, and web content to meet or exceed corporate standards and operational needs.
• Support the creation and delivery of promotional and marketing tools that build community awareness of the benefits of participating in recreation and active living activities.
• Approve content for media releases and public messaging related to programs and events.
• Provide professional and relevant public information, education, referrals, and advocacy in alignment with corporate standards and practices.
• Assess feedback from partners to identify future needs and evaluate the effectiveness of current services.

7. Contract & Grant Management
• Establish and manage, with the support of the Manager, formal and informal relationships between the City and recreation or sport community organizations, and contractors to guide the use and development of community facilities, including program contractors, performers, artists, and technical support providers.
• Serve as a contact for the Canada Summer Jobs Grant, including preparation and submission of applications, liaising with Human Resources and Payroll, and overseeing grant implementation and reporting requirements.
• Retain and coordinate program and event contractors to perform short-term and specialized project work in accordance with City policy.
• Execute appropriate agreements, leases, contracts, and service arrangements for program use of City facilities.
• Ensure that the procurement of contracts and services adheres to corporate procurement policies and that subordinate employees follow the same standards.
• Work collaboratively and communicate all contract requirements to staff to ensure timely completion and compliance.
• Facilitate contracts and permits related to the area of responsibility, including but not limited to contract program instructors, grants, special event permits, and field trips, under the strategic guidance of the Manager.

8. Other Duties
• Understand and adhere to City policies, procedures and standards, whether written or implied, as amended from time to time.
• Provide leadership for Health and Safety by making every reasonable effort to ensure the health and safety of staff within the section. Understand the safety incident reporting requirements.
• Act as a steward of the City's Corporate Culture through empowerment and support to staff.
• All employees shall act in a safe manner at all times and will report any unsafe conditions, procedures or acts for the benefit of the City. Continual adherence to the City Safety Policy is mandatory.
• Employees are expected to stay current on WHMIS and other safety-related procedures.
• Perform other job-related duties.

QUALIFICATIONS

• Bachelor’s degree in Recreation Science, Education, Sports Management, Kinesiology or equivalent
• Minimum of 4 years of related experience
• Experience in staff supervision and/or leadership
• Advanced communication skills
• Excellent interpersonal skills
• Excellent collaborative negotiation & problem-solving skills
• Ability to work effectively and professionally with all levels within the organization and externally.
• Ability to transfer ideas/concepts into effective and efficient strategies.
• Ability to work independently and within a multi-faceted team.
• Strong customer service orientation with ability to build positive, productive relationships.
• Ability to exercise tact and diplomacy in difficult or sensitive interpersonal situations (including media/public criticism).
• Enhanced knowledge of Microsoft Outlook, Word, Excel, Teams, PowerPoint.
• First Aid certificate.

ASSET QUALIFICATIONS:

• High Five Trainer certification
• Advance experience with ActiveNet (or similar registration software)
• Quest 1 (Programming Planning/Development) certification.
• Project Management experience
• Public speaking experience.
• Grant writing experience.
• Workplace Health and Safety Committee experience.

COMPETENCIES:

Thinking & Acting Strategically - Forward-thinking. Sees the big picture and imagines the future. Links long-range visions, strategies, and concepts to daily work. Aligns personal actions and initiatives with customer needs, and with organizational priorities and direction. To think and act strategically requires an understanding of our organizational direction, as well as the internal and external factors that influence decision-making.

Building Influential Working Relationships - Strengthening and developing working relationships and strategic alliances that are founded on ethics, trust, and guided by our corporate values of respect, leadership, accountability, communication, and integrity.

Optimizing Performance & Results - Reaches for excellence for oneself, one’s team, and the organization. Determined and focused on achieving outcomes that align with organizational goals. Creates goals and priorities that maximize resources while using an enterprising, resourceful approach to deliver outcomes and achieve customer expectations. Maintains accountability for results.

Growing Talent & Workforce Capacity - Honouring the individual differences that make each person unique. Being curious and committed to listening, reflecting, and learning. Developing individual and workforce capabilities to enhance the organization’s capacity to accomplish strategic goals, enhance program and service delivery, and provide an exceptional customer/client experience. Contributes to a learning and teaching culture.

Fostering Innovation & Steering Change – Creates an environment for transformation. Advances the City through improvement based on innovation and guides the associated change. Uses the skills, attitudes and behaviours needed to produce new or improved programs and services to meet current and future needs of our customers, our organization, and our community.

CONDITIONS OF EMPLOYMENT

• Driver’s License – must obtain a satisfactory review of a three-year Driver’s Abstract, with a maximum of six demerits.
• Criminal Record Check Clearance.

WORKING ENVIRONMENT:

• Monday to Friday, some weekends and evenings.
• Hours of Work: – 8:30AM – 4:30PM
• Willingness to work overtime and travel.
• All employees shall act in a safe manner at all times and will report any unsafe conditions, procedures or acts for the benefit of the City. Continual adherence to the City Safety Policy is mandatory.
• It is the responsibility of the employees to keep current on WHMIS and other safety-related procedures.

PHYSICAL REQUIREMENTS

Medium effort
• Climbing ladders, balancing, crawling, crouching, depth perception/night, lifting, pushing, reaching (both arms), use of feet (for control), pulling, outside work.
• Lifting to 10kg (22 lbs).

NEXT STEPS

• You must apply through this portal to be considered. We do not accept applications through other forums.
• Only those candidates selected for further consideration will be contacted.
• This posting may be used to staff other permanent or temporary vacancies.
• Candidates may be interviewed as applications are received. Candidates are encouraged to apply early if interested.

WHY WORK FOR US?

• Competitive wage
• Pension
• Medical & Dental Benefits
• Life Insurance
• Wellness Initiatives
• Work/Life Balance
• Recognized General Holidays
• Leave Options
• Positive Work Atmosphere
• Employee Awards
• Volunteer and Fundraising Opportunities
• Professional Development