Aquatics Office Registrar

JCCSF Careers; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

JCCSF Careers is seeking an Aquatics Office Registrar to support the Swim School operations, manage bookings, and coordinate administrative tasks in a busy indoor aquatics center.

The role involves collaboration with the Aquatics leadership team, preparing reports, and ensuring accurate records, schedules, and billing. Training for lifeguard/swim instruction duties is available as needed.

Qualifications

• BS or BA degree or equivalent work experience.
• Experience in office or systems administration.
• Experience as a swim instructor or lifeguard a plus; training will be provided as needed.
• Comfort working in and around pools and willingness/ability to learn water-based instruction skills.
• Outstanding customer service skills and experience in a customer-focused organization.
• Experience designing and creating schedules, reports, statistics, and charts.
• Outstanding computer skills, including MS Office. Salesforce a plus.
• Excellent written and oral communication skills.
• Well-organized with strong attention to detail.
• Ability to work as part of a team and coordinate with stakeholders.
• Ability to handle multiple projects and deadlines.

Responsibilities

• Manage bookings, payment processing, administration, and supervision for the Private Swim Lesson program.
• Manage bookings, payment processing, administration, and supervision for the Swim Team program.
• Engage with participants to identify opportunities and share observations about progress.
• Process registrations, transfers, and withdrawals.
• Handle communications and walk-up inquiries.
• Fill in as swim instructor, lifeguard, or deck coordinator as needed.
• Suggest program modifications to improve Swim School success.
• Collaborate with Aquatics Office Administrator on tracking systems and schedules.
• Assist with bi-monthly Aquatics Leadership meetings.

Skills

Customer service

Office administration

Communication

Scheduling

Team coordination

MS Office

Salesforce

Education

BS/BA or equivalent

Tools

Salesforce

Job description

The Aquatics Office Registrar handles a wide range of administrative tasks for the JCCSF Swim School, and works closely with the Aquatics leadership team on a variety of projects. Key areas of responsibility involve planning, research, analysis, and coordination of daily departmental operations

RESPONSIBILITIES

Direct Program Support

Manage bookings, payment processing, administration, and supervision for the Private Swim Lesson program. Think proactively about the success of the program and make suggestions for modifications when needed.

Manage bookings, payment processing, administration, and supervision for the Swim Team program.

• Actively engage with the program participants to identify areas of opportunity, answer questions they may have, or share observations about how their child is doing in the program.
• Process new and returning student registrations, class transfers, and program withdrawals.
• Handle incoming and outgoing electronic and telephone communications as well as walk-up inquiries.
• Fill in as a swim instructor, lifeguard or deck coordinator as needed to provide staffing coverage.
• Think proactively about the success of the Swim School and make suggestions for modifications when needed.

Administrative Support

Work closely with the Aquatics Office Administrator regarding maintenance of Aquatics Office tracking systems and schedules.

Assist the Aquatics Office Coordinator with setting up, coordinating, and facilitating bi-monthly Aquatics Leadership meetings.

Prepare statistical reports and manage the collection and tracking of program records, including registration and medical waiver documentation through our various systems.

• Support Aquatics Office in system processes such as testing new updates, completing merges, refund requests, data clean-up and billing preparation when needed.
• Work in partnership with the Business Systems team to ensure that information on the Aquatics department’s webpages is current and accurate.
• Assist program management in producing financial reports and analysis, budgeting, or any other business and/or committee projects.

Customer Service

Cultivate a friendly, professional, and supportive customer service culture in the Aquatics office.

Assist in training Aquatics Customer Service Representatives.

Maintain a working knowledge of program areas and actively communicate program information

to all stakeholders, including clients and staff.

Ensure that all Aquatics Program informational sections such as posted schedules

and flyer racks are accurate and well stocked.

General

Manage the day-to-day operations of the Aquatics Office in the absence of the Aquatics Office Administrator.

Attend all mandatory office staff, lifeguard, and swim instructor in-service trainings as necessary.

Additional duties as needed.

REQUIREMENTS

• BS or BA degree or equivalent work experience.
• Experience in office or systems administration.
• Experience as a swim instructor or lifeguard a plus; training will be provided as needed.
• Comfort working in and around pools and willingness/ability to learn water-based instruction skills.
• Outstanding customer service skills and experience working in a customer-focused organization.
• Experience designing and creating schedules, reports, statistics, and charts.
• Outstanding computer skills, including advanced skills in MS Office. Experience with Salesforce a plus.
• Excellent written and oral communication skills.
• Well-organized with strong attention to detail.
• Ability to work as part of a team and effectively engage and coordinate with various stakeholders (both staff and clients).
• Ability to handle multiple projects, set appropriate priorities, and manage overlapping deadlines.

WORKING CONDITIONS

Work is primarily conducted in the office space of a busy indoor aquatics center. Work duties involve being on the pool deck at various times throughout the workday. Continuous interactions with staff and public throughout the day.

PHYSICAL REQUIREMENTS

Position requires seated or standing use of a computer throughout the day. May be required to be in the water working directly with parents and children, as needed based on staffing coverage. Ability to safely lift 50lbs.

STATUS

COLLECTIVE BARGAINING UNIT CLASSISIFCATION

Admin 3

HOURS

40 hours/week

SCHEDULE

Monday-Friday: 10:00am – 6:30pm.

FOR MORE INFORMATION: To learn more about working at the JCCSF, including staff culture, hiring practices and policies, and benefits, visit our Careers page: https://www.jccsf.org/about/careers/

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.