Aquatics Assistant - Scottsdale, AZ
2 hours ago
Job description
Aquatics Administrative Assistant
Job Description
Under the direction of the Aquatics Director (AD) and the Assistant Aquatics Director (AAD), the Aquatics Administrative Assistant handles a wide range of administrative and management support tasks. This position requires working closely with the AD/AAD in the following areas: program registration, scheduling and billing; coordination of daily departmental operations; and communication with staff and customers. This position requires cultivating relationships with staff, members and customers that are friendly, professional and supportive.
Key Responsibilities
Jill and Lee Weiss Swim Academy
- Track incoming registrations and withdrawals
- Schedule all instructor swim lessons, evaluations and make-up lessons; minimizing gaps where possible
- Ensure billing is accurate each month and provide financial reports and/or analysis for budget purposes
- Manage all incoming and outgoing electronic, telephone, and walk-in communications for potential, current or returning customers and VOSJ staff
- Attend scheduled supervision meetings with the AD or AAD
- Assist in training swim instructors on the platform used for scheduling swim lessons and completing progress reports
- Attend local events to promote the swim lesson program
- Work with the AD/AAD to coordinate summer camp services and schedules
- Maintain a 24-hour response window for potential customers and current members
- Transport children to and from the ECC for swim lessons when walkover staff is unavailable
- May be required to fill in as a swim instructor or deck supervisor due to staff absences
Other aquatics administrative responsibilities
- Assist in the coordination of Lifeguard Classes
- Manage the use of lap lanes through upace
- Work with the AD and AAD to ensure website information is correct; suggesting updates as needed
- Attend VOSJ Operations Meetings and other departmental meetings
- Address safety concerns and submit work orders as needed
- Provide feedback and suggestions for improvement of current or new aquatics programming
- Participate in agency-wide assignments and training
- Maintain a working knowledge of all program areas and actively communicate program information to clients and staff
- Assist in the researching, ordering and submitting of Purchase Orders
- Assist in maintaining program inventory
- Complete all VOSJ system-wide reporting and paperwork requirements in a timely manner including metrics, enrollment projections, and work plans.
- Maintain an accurate Outlook calendar
Requirements
Knowledge, Skills and Experience Required
- Experience in administration or management preferred but not required
- Proficiency in scheduling software; Microsoft apps and database management
- Strong leadership and communication skills
- Ability to remain calm and focused in high-stress situations
- Knowledge of emergency response procedures
- Ability to work effectively with a diverse range of staff, participants and members
- Minimum age of 18
- Background Check for employees over 18 shall be subject to pre-employment
- Maintain a current fingerprint clearance card on file
Educational Requirements
- High school diploma
Physical Requirements
- Hours: 40+ hours/week
- Able to work in an outdoor pool facility in summer and winter conditions
- Remain outside in 100+ degree temperatures
- Variable working hours include weekdays, weekends and holidays
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