Are you ready to be a pivotal part of a dynamic team at the heart of competitive swimming in Pennsylvania? Established in 1982, Emmaus Aquatic Club (EMAC) is not just a club, it's a community hub for swimming excellence and innovation. We're on the lookout for a Business Support Coordinator who's eager to bring their energy, expertise, and enthusiasm to our ever-expanding network. This isn't just a job; it's an opportunity to be at the core of a thriving swim community!

Under the direction and guidance of the CEO, the Business Support Coordinator is responsible for coordinating and maintaining office and administrative duties to support all EMAC activities. They are the first point of contact for EMAC members, providing top-notch service and support. 

Team Culture Responsibility:

• Model and celebrate EMAC values and behaviors

• Work collaboratively and respectfully with other EMAC leaders and staff to serve the best interest of the business and members

• Be exceptional in the application of positive, consistent, and effective motivation strategies when working with staff, parents, and any other customers in relation to all aspects of EMAC

• Foster team spirit by exhibiting and maintaining a positive attitude and team building

• Demonstrate a cooperative, prompt, and respectful communication style

Key Responsibilities:

• Provide comprehensive administrative support to the CEO, assisting in a wide range of duties as needed to facilitate efficient executive operations and decision-making

• First point of contact for EMAC information and correspondence including phone, email and mail. Disseminate correspondence to the appropriate staff or volunteer

• Own incoming inquiries for Competitive Swimming, Masters Swimming and Learn to Swarm, and distribute the communications to the appropriate owner(s)

• Manage the administrative onboarding process for new staff members, to include applications, background checks, and completing all compliance requirements

• Oversee registration process with the club and ensure USA-S registrations are complete

• Plan transportation, lodging, and all logistics involved with team travel to competitions and training centers 

• Oversee all travel contract negotiations

• Develop a travel packet for each trip which includes the rooming list, trip information sheet, contact list, and itinerary for each trip

• Oversee TeamUnify billing system and set up all billing groups and membership dues schedule 

• Prepare and manage payroll and ensure accurate and timely tracking and recording of hours worked by hourly employees.

• Monitor overdue and delinquent accounts and follow up with members for payment with the goal that no account is over 30 days past due

• Work with various insurance and benefit brokers to ensure EMAC remains covered and receives policies that serve the organization to the fullest

• Manage and maintain accurate financial records using QuickBooks Online (QBO), including processing invoices, tracking expenses, and preparing financial reports

• Point of contact for all invoices from vendors for recording and budget tracking; place orders when team payment method is required

• Maintain the TU website (competitive team) to ensure relevant information is up to date

• Oversee and ensure consistent and engaging content posting across all social media platforms to maintain a dynamic and interactive online presence

• Provide support to the membership committee

• Implement policy and procedures regarding member fee schedules and payment processes

Skills and Qualifications:

• 3 years of experience in an Office Manager or Lead Administrator capacity

• Bookkeeping, Accounting preferred

• Proven ability to manage a wide variety of tasks on a daily basis

• Work in a proactive and detail-oriented manner with the ability to understand and communicate the larger picture

• Solid interpersonal communication skills and the ability to work cooperatively with a diverse group of individuals in a positive manner

• Knowledge of various office programs and applications

• Knowledge of Team Unify, Swims3.0, and QuickBooks Online preferred