Administrative Assistant - Aquatics

Job Title : Administrative Assistant - Aquatics Department : Aquatics Reports to : Aquatics Director Classification : Non-exempt Job Grade: 5 A RELEVANT COVER LETTER AND RESUME MUST BE UPLOADED WITH YOUR APPLICATION TO BE CONSIDERED FOR THIS POSITION. Our Culture Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you. Position Summary This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Aquatics Administrative Assistant at the Eugene Family YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined while also coordinating high-quality, member-focused aquatics programs. Essential Functions Assists the Aquatics Director to effectively run the Aquatics Program with a focus on Group Swim Lesson Coordination With supervisor guidance, administers Aquatics operations and rules, setting precedent within limits. Uses professional judgment to troubleshoot problems in Aquatics program, selecting solutions from multiple known alternatives. Includes entering Group Swim Lessons into registration system Corresponds with members and patrons who inquire about Swim Lessons Helps members and patrons to register for Swim Lesson programs Assists in creation of rosters for Group Swim Lessons and prepares Swim Lesson materials Assists in sending out Swim Lesson Surveys to lesson participants and reviews feedback with the Aquatics Director Coordinates Private Swim Lessons Frequently interacts with program participants and members to provide detailed procedural explanations Responds to and monitors Private Lesson Requests Follows up with guardians and/or individuals who have requested lessons Works with Private Lesson Swim Instructors to assign lessons Ensures necessary paperwork is completed for participants Follows up with families and/or Aquatics Director to ensure payments are received and private lesson policies are followed Updates the Private Swim Lesson Schedule Assists Aquatics Director with Private Swim Instructor payroll entry as needed Assists Aquatics Director and Associate Aquatics Director with Administrative tasks Includes updating Aquatics programming in the YMCA app Updates Sub Sheets for staff to utilize Helps to coordinate First Aid/CPR/AED classes for staff The Aquatics Coordinator also works with the Aquatics Director and Associate Aquatics Director to help expand programming. Maintains all current YMCA-required trainings, including Red Cross Lifeguarding, CPR/First Aid/AED and Bloodborne Pathogen Certification, Youth Protection, and Workplace Discrimination & Harassment Prevention, (within 90 days of hire date). Other duties as assigned. Minimum Qualifications At least 1-½ years of administrative support experience Previous Aquatics Center training or experience (E.g., as a lifeguard, swim instructor, swim lesson coordinator, etc.) Intermediate level proficiency with Microsoft Applications including Word, Excel, Share Point, and OneDrive Experience with general office equipment such as copier, scanner, 10-key, and filing systems Preferred Qualifications Certified Lifeguard Certified Swim Lesson Instructor Previous experience working at a YMCA Previous experience coordinating swim lessons Previous experience instructing swim lessons Able to speak proficient conversational Spanish Professional Competencies Ability to relate effectively to diverse groups of people from all social and economic segments of the community. The demonstrated ability to communicate effectively and possess excellent interpersonal skills. Work Environment & Physical Demands The physical demands described here are representative