Swim Academy Administrator

## Description

**About Asphalt Green**

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all.

Each year, Asphalt Green serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs that promote health, personal growth, and lifelong participation in physical activity. Across three campuses and numerous community partnerships, Asphalt Green is committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence.

Asphalt Green believes that access to movement, sport, and wellness can change lives. Our work helps young people develop confidence, resilience, leadership skills, and healthy habits that extend far beyond the playing field.

**About the Role**

Asphalt Green is seeking a highly organized, detail-oriented, and customer-focused Swim Academy Administrator to support the daily operations of our Swim Academy across the Upper East Side and Battery Park City locations.

The Swim Academy Administrator supports the Swim Academy management team through inventory management, staff scheduling support, customer communication, registration assistance, private lesson support, program data maintenance, and administrative coordination.

This role is a key support position within the Aquatics team. The Swim Academy Administrator helps keep program operations organized, communication clear, staff scheduling accurate, and customer service responsive. The right candidate will be proactive, professional, comfortable managing multiple priorities, and able to support both administrative details and member-facing communication.

This is a strong opportunity for someone who enjoys working in a busy aquatics environment, supporting children and families, solving operational issues, and helping a high-volume swim program run smoothly.

**Why This Role Matters**

The Swim Academy Administrator helps ensure that families, participants, instructors, and aquatics leaders have the information, support, and systems they need.

Strong administrative support directly impacts the participant experience, staff experience, program organization, registration accuracy, scheduling, communication, and overall program quality. This role helps the Swim Academy deliver consistent, professional, and responsive service to swimmers and families across locations.

By keeping details organized and communication moving, the Swim Academy Administrator supports Asphalt Green’s goal of providing high-quality swim instruction and a positive experience for swimmers of all ages and levels.

**What You’ll Do**

Program Administration and Operational Support

• Support daily administrative operations for the Swim Academy.
• Assist with program organization, documentation, data processing, and database maintenance.
• Support program analysis, reporting, and operational tracking as needed.
• Prepare attendance sheets, progress reports, program documents, and training resources.
• Assist with registration tasks for the Swim Academy.
• Support editing, approving, and maintaining program data in Salesforce and related systems.
• Maintain accurate customer and program records.
• Assist with additional administrative and managerial tasks related to the Aquatics Department.

Inventory Management

• Track inventory for Swim Academy supplies, including swim caps, office supplies, and staff uniforms.
• Distribute and track uniforms across locations.
• Monitor supply needs and communicate inventory updates to aquatics leadership.
• Help ensure staff and program materials are organized and available when needed.

Staff Scheduling and Administrative Coordination

• Maintain accurate records of staff attendance, coverage, and scheduling updates.
• Manage coverage requests and communicate schedule changes or policy reminders as needed.
• Collect and track instructor availability.
• Track weekly instructor hours for payroll purposes.
• Send payroll reminders to swim instructors.
• Support scheduling communication between instructors, leadership, and program staff.
• Help ensure staffing information is accurate and up to date.

Swim Academy and Private Lesson Support

• Track and issue private lesson credits.
• Track Swim Academy credits.
• Assist with private lesson billing and scheduling as needed.
• Update private lesson log sheets as needed.
• Contact private lesson participants regarding instructor absences, schedule changes, and other updates.
• Schedule and conduct swim evaluations.
• Support smooth communication between participants, families, instructors, and Swim Academy leadership.

Customer Communication and Service

• Handle general customer inquiries by phone and email.
• Communicate professionally and clearly with participants, families, instructors, and staff.
• Send mass emails to customers as needed.
• Maintain customer distribution lists in Salesforce.
• Provide timely updates related to scheduling, registration, program changes, and private lessons.
• Support a positive and responsive customer experience for Swim Academy families and participants.

Program Quality and Team Support

• Support program quality initiatives and department projects.
• Assist with preparing staff documents, training resources, reports, and program materials.
• Serve as Manager on Duty in the absence of the Principal or Coordinator when needed.
• Work collaboratively with the Aquatics leadership team and Swim Academy staff.
• Support a professional, organized, service-focused, and team-oriented aquatics environment.

• **What Success Looks Like**
• Success in this role means the Swim Academy is organized, responsive, and supported behind the scenes.

A successful Swim Academy Administrator will

• Maintain accurate records for scheduling, attendance, inventory, credits, and program data.
• Communicate clearly and professionally with families, participants, instructors, and staff.
• Support smooth program operations across the Upper East Side and Battery Park City locations.
• Help ensure customer inquiries and schedule updates are handled in a timely and professional way.
• Keep Salesforce records, distribution lists, and program information organized and current.
• Support Swim Academy leadership with reporting, documentation, training materials, and administrative needs.
• Demonstrate strong attention to detail, follow-through, and reliability.
• Work well in a fast-paced aquatics environment with changing priorities.
• Contribute to a positive experience for swimmers, families, and staff.

**Who You’ll Work With**

The Swim Academy Administrator works closely with the Swim Academy Principal, Swim Academy Coordinators, swim instructors, aquatics leadership, customer-facing staff, participants, families, and other Asphalt Green team members.

This role is part of the Aquatics team and supports Swim Academy programming across the Upper East Side and Battery Park City locations.

## Qualifications

**Required Qualifications**

You’ll need

• Prior administrative, customer service, program support, aquatics, recreation, education, youth programming, or related experience.
• Strong customer service skills and the ability to communicate professionally with children, parents, families, staff, and program participants.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, deadlines, records, and communication needs.
• Working knowledge of Microsoft Office.
• Ability to learn and use Salesforce, registration systems, scheduling tools, databases, or other program management systems.
• Ability to work with children and families in a professional, patient, and respectful manner.
• Ability to work Saturday and Sunday to support weekend programming.
• Ability to work an alternate schedule across the Upper East Side and Battery Park City locations.
• Ability to work early mornings, late evenings, weekends, or irregular hours based on program needs.
• Reliability, professionalism, sound judgment, and strong follow-through.

**Preferred Qualifications**

It would be helpful if you also have

• Prior experience in instructional aquatics, swim programming, or swim school operations.
• Current Lifeguard, CPR, First Aid, or AED certification.
• ASCA, USA Swimming, or other aquatics-related certification.
• Experience using Salesforce or similar CRM/database systems.
• Experience supporting registration, billing, scheduling, attendance tracking, or program reporting.
• Experience working in a high-volume customer service, youth program, recreation, camp, fitness, or aquatics environment.
• Bilingual or multilingual language skills.

**Schedule and Work Environment**

Be honest about schedule, location, seasonality, evenings, weekends, and work setting. Explain why fixed schedules are needed instead of making the language feel harsh.

This is a full-time, in-person role supporting Swim Academy operations across Asphalt Green’s Upper East Side and Battery Park City locations.

This role requires an alternate schedule at both locations and is required to work Saturday and Sunday to support weekend programming. **Days off are Wednesday and Thursday.**

The schedule may include early mornings, late evenings, weekends, and irregular hours based on program needs, registration periods, staffing needs, customer communication, and weekend program operations.

The work environment includes office spaces, pool-adjacent areas, customer-facing spaces, and aquatics program areas. The role requires regular communication with families, participants, instructors, aquatics staff, and leadership.

**Physical Requirements**

Include only physical requirements that are truly connected to the role. Keep this clear, respectful, and compliant.

This role may require the ability to

• Work in office, pool-adjacent, and aquatics program environments.
• Move throughout Asphalt Green facilities and program spaces.
• Sit, stand, walk, bend, reach, and move between work areas as needed.
• Use a computer, phone, and office equipment for extended periods.
• Communicate clearly by phone, email, and in person.
• Carry or move program materials, office supplies, uniforms, or inventory items as needed.
• Remain attentive and responsive in a busy customer-facing and program environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.