This document outlines the roles and responsibilities of leadership positions for a youth program. It describes the duties of Shift Leaders and Member Coordinators which include managing employee issues, member concerns, program schedules, and emergency procedures. It also discusses the program management cycle of initiation, planning, execution, monitoring, and closing. Soft skills and standard operating procedures are highlighted.

1. +
Leadership Training

2. +
You are already familiar with the room routines
You have expressed interest in learning our
leadership routines
You have displayed problem-solving, decision-making
and critical thinking skills in your work
You have previous experience in People skills or
customer service
You are ready to take on additional responsibility

3. + Cross Training Shift Leaders and
Parent Coordinators
 Shift Leader
 Focus on the Team
 Address shift concerns
 Dismissal of Employees
at end of shift
 Ensure employee
discipline and
compliances
 Program Management
• Member Coordinator
• Focus on Members
• Address Member
concerns
• Coordinate drop off- pick
up
• Facilitate new member
orientation, registration
compliances and issue
id card
• Program Management

4. +Program Management Cycle
Initiation
Planning
Execution
Monitoring
and
Controlling
Closing 8-1pm or
4-8 pm

5. +
Be present for Program Commencement
Ensure sign up rosters, stationary are
replenish
Check emails, text messages, memos and
instructions
Initiate actions to ensure the successful
completion of the program cycle

6. +
Shift Leaders, Parent Coordinators and leaders
discuss about pertinent matters that affect program
management
Formulate plans for bridging gaps or holes in the
schedule and time management
Design plans based on trends, such as new fitness
classes, parent meetings, training programs and
holidays
Planning for weather related contingencies, fire drills
or other emergencies

7. +
Begin with the notion that plans can fail
Refer to plans initiated and create fool proof
modifications
Make sure that all associates understand the
strategic execution of Standard Operating
Procedure if not reiterate the plan of action
Give room for learning curve
Check metrics such as Headcounts, rosters,
program schedules

8. +
 Establish control Parameters, such as setting
Room Maximums, time limits, Curriculum
implementation and activities
 Supervise rooms, playgrounds, gyms and
functional areas
 Assist and monitor transitions, First aid,
cleaning routines, Overflow management,
Volunteer coordination
 Monitor, control and play an active role in
Risk Management during Fire drill, etc.

9. +
 A good closing acts as a metric to gauge
the success of Program Management
 Ensure rooms, playground, gym and
activity areas are restored to clean
conditions before the next shift begins
 Prepare lobby and other areas to welcome
the next shift with rosters, supplies, etc.
 Check Logistics

10. +
 Ensure all Master copies are in place
 Ensure all folders have copies of sign up
sheets, wait lists, rosters, etc.
 Ensure all First aid boxes are replenished
with supplies
 Stock and restock cleaning supplies such as
gloves, paper towels, plastic bags, etc.
 Office supplies are in office storage
 Stationary can be found in copier room

11. +
Grounds and Facility
 Report any repairs and upkeep of grounds,
equipment, etc.
 Ensure all notices such as our Mission, Vision,
Room Ratios and Instructions are displayed well
 Facilitate visits to Maintenance/Supply rooms as
well as training on use of cleaning materials
 Maintain the decorum of our Lobby/Hallways
 Upkeep of our laminator, etc.

12. +
Soft skills
RAW
R- Readiness- Readiness to handle
situations and learn from experiences
A- Awareness- Awareness that no two days
are the same and the importance of taking
additional responsibilities
 W- Willingness- Willingness to help, assist
and serve goes a long way working in this
position

13. +
 Issuing, collecting and filing new member applications
 Issuing and collecting of Waivers
 Handing, collecting and ensuring the correct
documentation of Incident reports
 Handing incident related documents to both parents
 Emailing Program Service Coordinators the names of
incident situations
 Providing Allergy and Medication handouts to both parents
and teachers
 Handing out Program promotional flyers/stickers to
parents/children

14. +
 Take an active role in reporting behavioral concerns to
parents but making efforts to reduce their trepidations
 To ensure that our communications are crisp, precise and
uplifting
 Play an important part in the smooth functioning of the shifts
and ensure employees are punctual to their shifts
 Repeat occurrences of showing late to shifts or not finding
coverage are grounds for being reported by Shift Leaders/
Member Coordinators
 Oversee the warm and cordial communications among
associates, thus building strong interpersonal relations
amongst employees

15. +
Stay on par with all training routines
Attend all Leadership Trainings
Contribute towards employee onboarding
Facilitate additional training and clarify employee
doubts on procedures
Learn and train on Employee incident management
Coach and Mentor employee on Standard Operating
Procedures

16. +
Execute day to day operational SOPs
Redirect associates to follow seasonal SOPs, such as
gym routines for inclement weather, fire drills, etc.
Establish impromptu or predetermined SOPs for
Overflow Management
Incorporate SOP medications for incident management
such as sickness, spillage, leaks, etc.
Check/double check with fellow leaders about SOP
amendments pertaining to documentation, incident
mgt.