Summer Camp and After School Program Director
Gym Jitsu, Arlington, TX, United States
Summer Camp and After School Program Director
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Job Title: Director of Youth Programs – After‑School & Summer Camps
Employment Type: Full‑time, W‑2
Company: Gym Jitsu
Location: Allen, TX (On‑site)
About Gym Jitsu
Gym Jitsu is a youth‑focused martial arts academy in Allen, TX. We offer jiu jitsu, MMA, wrestling, judo, boxing, muay thai, and more in a structured, safe, and positive environment. Our mission is to help kids develop confidence, discipline, resilience, and leadership through high‑quality training and strong community standards.
We are building a year‑round youth programs department that includes a daily after‑school program and a 12‑week summer camp. The Director of Youth Programs will own these programs end‑to‑end: design, operations, staffing, parent communication, and growth.
Martial arts experience is not required. Strong youth‑program leadership, operations, and practical marketing skills are the priorities.
Role Overview
The Director of Youth Programs is responsible for:
- Designing and operating the After‑School Program during the school year
- Designing and operating the Summer Day Camp (12‑week season starting in May)
- Leading youth events, school‑day‑out camps, and specialty programs throughout the year
- Driving enrollment and retention through consistent, practical marketing and excellent parent communication
This is a hands‑on role. The Director is expected to plan and build systems, but also be physically present during key program hours, solve problems in real time, and maintain high standards for safety and customer experience.
The Director reports directly to the Owner and works closely with the coaching staff and front desk/admin team.
Key Areas of Responsibility
1. Program Design & Development
- Design the overall structure and goals of the youth programs department for the full year.
- Build age‑appropriate daily and weekly schedules for:
- After‑school program: homework/quiet time, snack, structured martial arts training (run by coaches), games, and character‑building activities.
- Summer camp: daily rotations of martial arts, games, themed activities, and rest/transition times.
- Develop written program guides and standard operating procedures (SOPs) for:
- Daily routines and transitions
- Behavior expectations and management
- Parent communication norms
- Staff roles and responsibilities
- Create an annual program calendar, including:
- Camp weeks, school breaks, single‑day camps, parent events, and special theme days.
2. After‑School Program Management
- Build and manage the daily after‑school program flow, including:
- Arrival, check‑in, and snack
- Homework or quiet/study time
- Martial arts training block
- Structured games/activities until parent pick‑up
- Coordinate logistics with local schools (where applicable) regarding:
- Dismissal procedures
- Pick‑up windows
- Special schedules or early‑release days
- Maintain accurate rosters for each day:
- Who is expected
- Who is present
- Who is absent or has schedule changes
- Ensure that the after‑school program environment is:
- Safe, structured, and predictable
- Positive and welcoming for a range of ages and personalities
- Identify opportunities to improve the program experience and communicate recommendations to ownership.
3. Summer Camp Management
- Design a 12‑week summer camp framework with clear:
- Weekly themes
- Daily schedules (training blocks, games, activities, breaks)
- End‑of‑week or end‑of‑session highlights (e.g., demo days, small showcases, awards)
- Oversee daily camp operations:
- Opening procedures (facility prep, staff briefings, equipment setup)
- Check‑in/check‑out, including sign‑in/sign‑out, late arrivals, and early pick‑ups
- Smooth transitions between martial arts sessions, games, and other activities
- Closing procedures (cleanup, reset, end‑of‑day reporting)
- Maintain safe camper‑to‑staff ratios throughout each day.
- Adjust staffing plans and activity plans in response to changing enrollment or operational needs (for example, rainy day plans, low/high enrollment weeks).
4. Staff Leadership, Training & Culture
- Recruit, interview, and hire youth program staff:
- After‑school group leaders
- Camp counselors
- Seasonal staff and junior leaders
- Design and deliver staff training, including:
- Program expectations and daily routines
- Professional conduct and communication with parents and children
- Child supervision basics and positive behavior management
- Safety and emergency procedures
- Build weekly staff schedules and assignments:
- Coverage for after‑school and camp
- Clear roles (lead counselor, support counselor, floater, etc.)
- Conduct regular check‑ins and coaching conversations with staff.
- Uphold a culture of:
- Punctuality and reliability
- Positive, kid‑centered energy
- Respectful communication and professionalism
5. Parent Communication & Customer Experience
- Serve as the primary point of contact for parents for all youth programs.
- Manage the full parent journey:
- Respond promptly to inquiries (phone, email, in person).
- Conduct tours and parent meetings as needed.
- Guide parents through enrollment, forms, and program expectations.
- Maintain clear, proactive communication:
- Weekly or periodic emails with program updates and reminders.
- Notices about schedule changes, policies, or special events
- Individual communication about behavior concerns or incidents.
- Handle elevated or difficult conversations with calm, clarity, and solutions mindset.
- Track and act on parent feedback:
- Collect informal feedback and periodic surveys.
- Identify patterns and propose changes
6. Marketing, Enrollment & Growth
- Own tactical marketing and enrollment tasks for youth programs:
- Collaborate with the owner to set enrollment targets for after‑school and summer camp.
- Draft and schedule email campaigns to current and prospective families.
- Provide content ideas, short writeups, and approved photos for social media posts.
- Support print materials (flyers, handouts, school backpack stuffers, etc.).
- Maintain basic tracking systems:
- Lead and inquiry logs (who asked, what they asked, when to follow up).
- Trial/visit tracking and follow‑up sequences
- Build relationships with:
- Local schools and PTAs
- Youth organizations and community partners
- Coordinate occasional outreach activities:
- School events or booths
- “Bring‑a‑friend” days or open houses
- Provide simple monthly summaries of marketing efforts and results:
- Leads generated
- Enrollments
- Retention indicators
7. Safety, Risk Management & Compliance
- Enforce all Gym Jitsu safety policies and community standards for youth.
- Ensure staff understand and follow:
- Supervision expectations (no unsupervised spaces, clear line‑of‑sight, etc.)
- Behavior management procedures
- Steps to take in case of injury, illness, or emergency
- Maintain complete and accurate documentation:
- Daily attendance and check‑in/check‑out records
- Incident and accident reports
- Allergy, medical, and special‑needs notes where applicable
- Conduct periodic safety walkthroughs to identify risks and recommend improvements.
- Stay informed of best practices related to youth program safety and incorporate them into training and procedures.
8. Administration, Systems & Reporting
- Use basic tools (e.g., Google Workspace or similar) to:
- Maintain rosters and schedules
- Track attendance and metrics
- Document processes, templates, and checklists
- Work with the owner/office staff on:
- Billing‑related coordination (no direct accounting is required, but clear communication about enrollments, drops, and schedule changes is).
- Policy updates and parent agreements.
- Provide regular reports to the owner, for example:
- Weekly summaries of program operations (wins, issues, incidents).
- Monthly enrollment and retention metrics.
- Staffing needs or proposed changes.
Qualifications
Required:
- 3+ years of experience in youth programs, camps, after‑school programs, education, youth sports, or similar child‑centered environments.
- 1–2+ years in a leadership or coordinator position (e.g., Director, Assistant Director, Site Director, Program Coordinator).
- Demonstrated experience supervising and developing staff.
- Strong operational skills:
- Building schedules and routines
- Managing rosters and attendance
- Running daily programs on time
- Excellent written and verbal communication skills.
- Experience with practical marketing and communication, such as:
- Writing parent‑facing emails or newsletters
- Supporting social media or website content for a small organization
- Promoting programs, events, or enrollment campaigns
- Comfortable using basic software tools (email platforms, spreadsheets, documents, basic CRM/enrollment tools).
- Able to be on‑site during:
- School‑year afternoons (after‑school hours)
- Daytime hours during summer camp season
- Willingness to complete background checks and provide professional references.
Preferred:
- Experience starting or scaling an after‑school program or camp from early stages.
- Prior experience as a Camp Director, After‑School Director, Site Director, or similar.
- Experience building relationships with schools and community organizations.
- CPR/First Aid certification (or willingness to obtain).
- Familiarity with martial arts, youth sports, or fitness environments (not required).
Compensation & Benefits
- Market‑competitive compensation, dependent on experience and qualifications.
- Training or membership discounts for the Director and/or immediate family.
How to Apply
Please apply via LinkedIn with:
- Resume
- Short cover letter or note describing:
- Your experience with youth programs (after‑school, camps, or similar)
- Your experience with marketing or promoting programs