Aquatics Administrator

Jewish Community Center of San Francisco; San Francisco (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

The Jewish Community Center of San Francisco invites an experienced Aquatics Administrator to support the Swim School operations, manage day-to-day CRM, and collaborate with Aquatics program management and administrative staff.

You will oversee registration systems, generate reports, coordinate trainings, handle payments and scheduling, and ensure outstanding customer service in a busy aquatic environment.

Qualifications

• BS or BA degree preferred or equivalent work experience.
• At least 2 years of office and/or systems administration experience.
• At least 2 years of customer service experience.
• Outstanding computer skills, including MS Office and the ability to learn new business software programs.
• Experience with Salesforce or similar CRM software a plus.
• Experience designing and creating schedules, reports, statistics and charts.
• Excellent written and oral communication skills.
• Must be well-organized, with strong attention to detail.
• Ability to handle multiple projects, set priorities, and meet deadlines.
• Ability to work as part of a team and coordinate with staff and clients.

Responsibilities

• Oversee and manage the complete setup and day-to-day operations of the center-wide registration CRM system for Aquatics.
• Prepare statistical reports and manage the collection and tracking of all program records, including financial reports/analysis, enrollment reports, medical waiver documentation and other business operations insights through the CRM.
• Manage all administration, bookings, workflow processes, payment processing, and system processes for Aquatics programs in the CRM.
• Provide guidance on CRM processes and updates for the department by acting as liaison between Aquatics and Business Systems.
• Assist Accounting with payment collections for declined cards and overdue balances.
• Coordinate bi-monthly Aquatics Leadership meetings and facilitate them.
• Lead trainings and evaluations of Aquatics office staff in CRM workflows and updates.
• Oversee day-to-day operations of the Aquatics department in the absence of Aquatics Management.
• Direct and implement maintenance of Aquatics office tracking systems, program processes, and schedules.
• Assist with training, monitoring, and evaluating teacher effectiveness of JCCSF Swim School based on program checklists and materials.

Skills

Office administration

Customer service

Communication skills

Organizational skills

Multi-tasking

Stakeholder coordination

Education

Bachelor's degree or equivalent

Tools

MS Office

Salesforce CRM

Job description

The Aquatics Administrator is a key member of the Aquatics leadership team. The Aquatics Administrator provides administrative support and is responsible for managing the day-to-day operations of the JCCSF Swim School in the absence of the Aquatics management staff. The Aquatics Administrator works closely with Aquatics program management and other administrative staff in several different departments. Primary focus is on planning, research, analysis, training, high customer service standards and coordination of daily departmental operations.

RESPONSIBILITIES

• Systems and Reporting
  • Oversee and manage the complete set up and day-to-day operations of the center-wide registration CRM system for Aquatics.
  • Prepare statistical reports and manage the collection and tracking of all program records, including financial reports/analysis, enrollment reports, medical waiver documentation and other business operations insights through our CRM.
  • Manage all administration, bookings, workflow processes, payment processing, and system processes for all current and future Aquatics programs existing in CRM system.
  • Provide guidance on CRM processes, updates and initiatives for department by acting as liaison between Aquatics and Business Systems.
  • Assist the Accounting department with payment collections for declined credit cards and overdue balances.
  • Assist the department director with setting up, coordinating, and facilitating bi-monthly Aquatics Leadership meetings.
  • Lead trainings and evaluations of Aquatics office staff and Program Coordinators in CRM system workflows, processes, policies, and updates.
  • Oversee the day-to-day operations of the Aquatics department in the absence of Aquatics Management.
• Direct Program Support
  • Direct and implement the maintenance of Aquatics office tracking systems, program processes, and schedules.
  • Assist the Accounting department with payment collections for declined credit cards and overdue balances.
  • Assist the department manager with setting up, coordinating, and facilitating bi-monthly Aquatics Leadership meetings.
  • Assist with training, monitoring, and evaluating teacher effectiveness of JCCSF Swim School based on program checklists and training materials.
  • Oversee the day-to-day operations of the Aquatics department in the absence of Aquatics Management.
• Customer Service
  • Cultivate a friendly, professional, and supportive customer service culture in the Aquatics office.
  • Actively process new and returning student registrations, class transfers, waitlist management, and program withdrawals.
  • Handle incoming and outgoing electronic and telephone communications in collaboration with Aquatics Registrar and Office team.
  • Maintain a working knowledge of all program areas and actively communicate program information to all stakeholders, including clients and staff.
  • Explain the philosophy, curriculum, and operations of the JCCSF Swim School to current and prospective participants.
  • Ensure that registration forms are being collected and placed on file for all participants.
• General:

Fill in as Registrar, Customer Service Representative, Program Coordinator,

Provide input to manager regarding Aquatics office staff per the JCCSF evaluation policy procedures and timeframe.

Additional duties as needed.

REQUIREMENTS

• BS or BA degree preferred or equivalent work experience
• At least 2 years of experience in office and/or systems administration.
• At least 2 years of customer service experience
• Outstanding computer skills, including MS Office and the ability to learn new business software programs.
• Experience with Salesforce or similar CRM software a plus
• Experience designing and creating schedules, reports, statistics and charts.
• Excellent written and oral communication skills.
• Must be well-organized, with strong attention to detail.
• Ability to handle multiple projects, set appropriate priorities, and ensure that deadlines are met.
• Ability to work as part of a team and effectively engage and coordinate with various stakeholders, including staff and clients.

WORKING CONDITIONS

Work to be primarily performed in an office environment located within the Aquatics center. Secondary duties, including customer service functions, to be performed on the pool deck of the Aquatics facility (indoor pool facility).

PHYSICAL REQUIREMENTS

Seated and/or standing work on a computer throughout the day; walking and visually observing the Aquatics pool deck.

COLLECTIVE BARGAINING UNIT CLASSIFICATION: Admin 4

SCHEDULE: Monday - Friday, 9:00am - 6:00pm

Equal Opportunity Employer
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