Administrative Coordinator - Events

Great opportunity to be a part of the YMCA and aquatic events at an amazing facility!

Job Description

This position is responsible for supporting the administrative needs of the Aquatics Center and Swim Team Program. In this role, the Aquatics Center Administrative Coordinator will efficiently utilize resources, effectively communicate, work as a part of a team, practice good non-profit organizational support, and serve as an advocate for the sport of swimming.

Qualifications

EDUCATION/EXPERIENCE REQUIREMENTS:

• High school diploma or equivalent
• Minimum of two years of administrative experience in a professional work environment with demonstrated proficiency in clerical and administrative support functions
• Previous experience coaching USA Swimming/YMCA team, officiating USA Swimming events, or USA Swimming team administration preferred.
• Demonstrated computer skills in Google Workspace or Microsoft Office products.
• Previous experience with Team Unify software management preferred.
• Demonstrated working knowledge of basic accounting principles and ability to follow policies/procedures.
• Current Red Cross CPR/First Aid/AED Certification OR equivalent – prior to starting.
• Additional training to be completed within the first 30 days and maintained afterwards:
• USA Swimming Administrative Official must be obtained within the first 6 months after hire
  
  

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is:

• Is regularly required to talk and hear.
• Is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach, and must be able to move around the work environment.
• Is frequently required to stand, sit, use hands to finger, handle or feel, reach with hands and arms, crawl, and must be able to move around the work environment
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
  
  

Work Environment

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually moderate to loud. This position usually works in an office and/or aquatic oriented environment, but the mission of the organization may sometimes take them to non-standard workplaces. This position works a standard work week, but will be expected to work evenings and weekends to accommodate events needs, and other meetings / activities outside of normal business hours.

Essential Functions

Swim Team Support

• Oversee swim team management software set up, user management and ongoing maintenance, including management of the swim team website
• Manage swim team program registration, accounting and billing utilizing approved software.
• Provide excellent customer service to team parents and potential participants, serving as a key point of contact for information and assistance.
• Manage swim team accounting processes, including daily deposits, purchase orders, billing, collections and other business related processes.
• Manage supplies including ordering, tracking, distribution and overall expense management.
• Support swim team coaches with administrative tasks as assigned.
• Disseminate appropriate parent volunteer communications as needed.
• Monitor and track applicable swim team coach trainings and in-services.
• Manage and serve as the point of contact for swim team social media accounts.
  
  

Aquatic Events Support

• Assist the Aquatic Events Director with administrative tasks related to securing, preparing for and managing aquatic events and swim meets.
• Oversee volunteer management for aquatic events and swim meets.
• Assist with meet coordination and delivery, including but not limited to computer, deck and facility support.
• Manage meet entries and registration.
• Assist the Aquatics Events Director and other leaders with the management of aquatic events accounting processes, including billing, collections, purchase orders and expense management.
• Serve as an aquatic events center main point of contact for the general public, vendors, rental customers, swim teams and event attendees
  
  

Other Functions

• Attend department, branch and association staff meetings as required.
• Perform additional duties as required.
• Demonstrate and support the objectives of the organization as embodied in the mission statement and values.
  
  

Cause-Driven Leadership Competencies

• Engaging Community
• Communication & Influence
• Critical Thinking & Decision Making
• Program / Project Management
• Developing Self & Others