Part-Time Aquatic Club Administrative Assistant

Germantown Academy

We inspire students to be: Independent in Thought

• Confident in Expression
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Compassionate in Spirit

• Collaborative in Action
• Honorable in deed
  
  

Germantown Academy is an independent, coeducational, college preparatory day school located on a beautiful 126-acre campus in the Fort Washington suburbs near Philadelphia, Pennsylvania. The school serves more than 1,200 students in grades PK-12. Founded in 1759, GA is America’s oldest non-sectarian day school with rich traditions and a strong commitment to ongoing innovation of curricular and pedagogical practices.

Germantown Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of, a sensitivity to, and a respect for a diverse academic environment, inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological and ethnic backgrounds.

In accordance with Germantown Academy’s Mission Statement, the mission of the Germantown Academy Aquatic Club (GAAC) is to provide a competitive swimming program for swimmers of all levels. As a member of USA Swimming, GAAC strives to instill a true love and passion for swimming while developing the skills necessary to become a positive contributor to the overall GA community and to society. The four cornerstones of the GAAC program are Grit, Resilience, Reliability, and Ownership.

Germantown Academy Aquatic Club seeks a Part-Time Administrative Assistant. The salary is highly competitive and commensurate with experience. This is a 12-month position beginning as soon as possible. The position is 20 hours per week, Monday – Friday from 10:00am – 2:00pm.

Position Purpose: Reporting to the Director of the Germantown Academy Aquatic Club, the administrative assistant supports the club and the coaches in all administrative and financial matters.

Key Responsibilities

• Ensure that all fees for meets and other events are paid on time. Make sure certificates of insurance are obtained when required.
• Collects time sheets from coaches for hours worked and submits them to the GA business office.
• Ensure that all GAAC invoices are reconciled and paid in a timely manner.
• Billing all families for dues, meets, travel fees, equipment, surcharges and following up on the submission of invoices and payments.
• Order and maintain office supplies and equipment when requested by coaching staff.
• Have a working knowledge of Team Unify – registrations, meet set up, meet entries.
• Safeguard that all coaching credentials are up to date.
• Assist in the planning of team travel by obtaining airline tickets, securing hotel rooms and car rentals, and distributing per diems.
• Update and maintain GAAC website on a regular basis.
  
  

Other Responsibilities

• Assist coaches with day to day running of the club.
• Assist school team managers with running of school team swimming and diving meets.
• Help with organization and logistics of GAAC hosted meets.
• Help with organization and logistics of Inter Ac Diving Championships.
• Help with the organization and logistics of the Easterns Interscholastic Swimming and Diving Championships.
  
  

Qualifications

• Strong accounting skills.
• Strong organizational skills.
• Strong customer service skills.
• Ability to use Team Unify, Hy-Tek Meet Manager and Hy-Tek Team Manager.
• Punctual.
• Historical knowledge of the sports of swimming and diving.