Aquatics 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.

• 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

• 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

• 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

• High school diploma

• 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