Campus Recreation Coordinator (Personal Training Coordinator) - Recreation Fitness Services

The Personal Training Coordinator is responsible for administering all aspects of the personal training program including designing and customizing personalized training programs for clients and tracking clients'' fitness progress at any RecWell facility, developing new programs, teaching the personal training prep course, and maintaining program budget. Responsible for the administration and management of F45 Training. Development of extra help and student employees is also included within the responsibilities of the position.

Duties & Responsibilities:

Administration

• Serve as the primary point of contact for prospective clients, assessing general physical readiness, identifying goals and needs, and directing them to appropriate programs or staff.
• Oversee the organization and confidentiality of all client records, ensuring compliance with HIPAA and departmental privacy standards.
• Maintain strong client relationships by gathering feedback, providing updates on program progress, and supporting individualized training plans.
• Communicate with clients' physicians or healthcare providers when appropriate and ensure secure management of medical documentation.
• Plan, prepare, and manage program budgets, including income projections, expense monitoring, and year‑to‑year financial comparisons to support strategic decision‑making.
• Ensure proper maintenance and inventory of all program equipment and supplies, including F45 equipment and studio spaces.
• Actively support departmental and university‑level strategic planning initiatives, with particular emphasis on student learning and assessment outcomes.
• Assist the Senior Director with annual reporting processes, contributing data, analysis, and narrative related to strategic initiatives, program impacts, and operational outcomes.
• Prepare management reports and provide administrative data, analysis, and support for grants or other external funding opportunities.

Staff Management

• Recruit, hire, train, and develop staff to ensure a qualified and engaged team capable of meeting program objectives and adhering to RecWell policies and standards.
• Manage staffing and scheduling to meet demand, including coverage for evenings, weekends, and holidays.
• Provide and maintain a comprehensive onboarding process that prepares new employees for their roles, responsibilities, and workplace expectations.
• Enforce RecWell regulations and policies while supporting staff in consistently upholding them during daily operations.
• Lead and administer staff meetings and in‑service training to enhance team communication, professional development, and performance quality.
• Contribute to the creation and improvement of policies, programs, and procedures that strengthen departmental operations and service delivery.
• Plan, assign, and review staff responsibilities to ensure team goals, program needs, and service expectations are met efficiently.
• Monitor and track required certifications for personal trainers, F45 coaches, and other staff to ensure ongoing compliance with safety and professional standards.

Promotion

• Collaborate with Marketing to create promotional materials-including posters, fliers, social media content, and videos-that highlight programs and educate students on fitness, health, and wellness.
• Propose, plan, market, and help host special fitness and wellness events that engage the campus community and support departmental goals.
• Maintain accurate, up‑to‑date program information on the website and ensure content aligns with current branding and messaging standards.
• Demonstrate strong customer‑service skills with professional phone and email communication to support participants, clients, and campus partners.
• Support and drive financial objectives by helping optimize program offerings, maximize participation and capacity, and contribute to overall revenue and margin growth.

Personal Training and F45 Training

• Ensure staff conduct confidential client consultations, review assessment results, develop individualized training programs, and establish appropriate session schedules.
• Oversee the quality of program design by ensuring trainers understand client goals, create safe and effective exercise prescriptions, and make evidence‑based progression decisions.
• Observe and evaluate trainers' coaching skills, including proper exercise demonstration, client technique monitoring, cueing, and instruction on breathing and exertion levels.
• Ensure accurate and complete documentation of all training sessions, client notes, and progress tracking in the required systems.
• Maintain a safe training environment by monitoring equipment condition, enforcing fitness area policies, and ensuring staff respond appropriately to emergencies or unsafe situations.
• Ensure all trainers maintain required certifications and follow established professional and customer‑service standards.
• Perform other related duties and participate in special projects as assigned.