Swim Academy Administrator
On-siteNew York City, New York, United States or Both, Upper Nile, South Sudan
Job Summary
Support daily administrative operations for the Swim Academy by managing inventory, tracking staff schedules, and maintaining accurate records in Salesforce. Assist with registration tasks, private lesson billing and credit issuance, and prepare attendance sheets, progress reports, and training resources. Handle general customer inquiries via phone and email, send mass communications, and update participant distribution lists while ensuring timely updates on scheduling and program changes. Serve as Manager on Duty during leadership absences and collaborate with the Aquatics team to maintain organized program data and documentation. Work alternate schedules across Upper East Side and Battery Park City locations, including Saturdays, Sundays, early mornings, and late evenings to support weekend programming and operational needs.
Required Qualifications
- 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
Desired Qualifications
- 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
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