Administrative Assistant - Aquatics

YMC; Eugene (OR); On-site; USD 42,000 - 52,000; Full time

Job summary

The Eugene Family YMCA is seeking an Administrative Assistant for the Aquatics program in Eugene, Oregon. You will support the Aquatics Director in coordinating group and private swim lessons, handling registrations, and assisting with payroll and scheduling.

Ideal candidates will have 1.5+ years in administrative roles, strong Microsoft Office skills, and the ability to work with diverse families. This is an on-site role focused on delivering quality member services.

Qualifications

• At least 1-½ years of administrative support experience.
• Experience with coordinating programs or activities is a plus.
• Ability to communicate effectively with diverse groups and maintain a professional demeanor.

Responsibilities

• Assist the Aquatics Director to run the Aquatics Program with a focus on Group Swim Lesson Coordination.
• Enter Group Swim Lessons into the registration system and manage rosters.
• Coordinate Private Swim Lessons and communicate with guardians and instructors.
• Support payroll entry for private instructors and assist with administrative tasks in Aquatics.

Skills

Administrative support

Communication

Interpersonal skills

Bilingual Spanish

Tools

Microsoft Word

Microsoft Excel

SharePoint

OneDrive

Job description

Job Title: Administrative Assistant - AquaticsDepartment: AquaticsReports to: Aquatics DirectorClassification: Non-exemptJob Grade: 5A RELEVANT COVER LETTER AND RESUME MUST BE UPLOADED WITH YOUR APPLICATION TO BE CONSIDERED FOR THIS POSITION.Our CultureOur 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 SummaryThis 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 FunctionsAssists the Aquatics Director to effectively run the Aquatics Program with a focus on Group Swim Lesson CoordinationWith 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 systemCorresponds with members and patrons who inquire about Swim LessonsHelps members and patrons to register for Swim Lesson programsAssists in creation of rosters for Group Swim Lessons and prepares Swim Lesson materialsAssists in sending out Swim Lesson Surveys to lesson participants and reviews feedback with the Aquatics DirectorCoordinates Private Swim LessonsFrequently interacts with program participants and members to provide detailed procedural explanationsResponds to and monitors Private Lesson RequestsFollows up with guardians and/or individuals who have requested lessonsWorks with Private Lesson Swim Instructors to assign lessonsEnsures necessary paperwork is completed for participantsFollows up with families and/or Aquatics Director to ensure payments are received and private lesson policies are followedUpdates the Private Swim Lesson ScheduleAssists Aquatics Director with Private Swim Instructor payroll entry as neededAssists Aquatics Director and Associate Aquatics Director with Administrative tasksIncludes updating Aquatics programming in the YMCA appUpdates Sub Sheets for staff to utilizeHelps to coordinate First Aid/CPR/AED classes for staffThe 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 QualificationsAt least 1-½ years of administrative support experiencePrevious 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 OneDriveExperience with general office equipment such as copier, scanner, 10-key, and filing systemsPreferred QualificationsCertified LifeguardCertified Swim Lesson InstructorPrevious experience working at a YMCAPrevious experience coordinating swim lessonsPrevious experience instructing swim lessonsAble to speak proficient conversational SpanishProfessional CompetenciesAbility 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 DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment.Have the ability to lift or move up to 40 pounds and occasionally lift or move a higher amount.Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.The noise level in the work environment is usually moderate to high.Sufficient strength, agility and mobility to perform essential functions of position and to supervise program activities.Hear noises and distress signals in the aquatic environment, including in the water and anywhere around the zone of responsibility.Remain alert with no lapses of consciousness.Frequently works in water.Employee Benefits & DiscountsJobs| Eugene Family YMCA (eugeneymca.org)The Eugene Family YMCA is an Equal Employment Opportunity Employer.The Eugene Family YMCA is committed to creating an environment of mutual recognition where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Y believes that diversity, inclusion, and a sense of purpose and belonging in the workplace are critical to the achievement of our mission. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool.If you need assistance or an accommodation due to a disability, you may complete the ADA Accommodation Request Form; or contact us at [e-mail] or 541-686-9622.The Y: We're for youth development, healthy living, and social responsibility.