Aquatics Program Administrator

Smugglers' Notch Resort; Jeffersonville (VT); On-site; USD 24,000 - 34,000; Full time

Job summary

Smugglers' Notch Resort in Vermont seeks an Aquatics Administrative Assistant to support the Aquatics Department with administrative tasks, guest service, and programming coordination. This role requires strong organization, reliability, and discretion handling confidential information while collaborating with staff across departments.

The starting wage is $21/hour. You will work with HR to reconcile payroll, process invoices in ResortSuite, and help with scheduling, events, and pool operations

Qualifications

• Administrative experience in a fast-paced environment.
• Strong organizational and communication skills.
• Comfortable handling confidential information.

Responsibilities

• Support daily operations of the Aquatics Department.
• Coordinate payroll, personnel and benefit documentation with Human Resources.
• Process invoices, registrations, and payments through ResortSuite.
• Maintain accurate records (payroll, checklists, statistics, training).
• Assist with scheduling swim lessons, rentals, and events.
• Provide instruction and lifeguard duties as needed.

Skills

Organized

Detail-oriented

Confidentiality

Team collaboration

Guest service

Education

High School or better in General High School Degre.

Tools

ResortSuite

HRIS

Job description

The Aquatics Administrative Assistant plays an important role in supporting the day-to-day operations of the Aquatics Department. This position combines administrative responsibilities with guest service, employee coordination, programming support, and aquatic operations. The ideal candidate is organized, self-motivated, detail-oriented, reliable, and comfortable handling confidential information while working collaboratively with employees and other departments.

Starting wage: $21/hour

Key Responsibilities:

• Work closely with Human Resources to submit documentation and reconcile payroll, personnel, and benefit issues.
• Process departmental bills, invoices, orders, registrations, and payments.
• Assist with invoicing, registration, and payment processing through ResortSuite.
• Maintain accurate daily, weekly, and seasonal records, including payroll, checklists, statistics, training records, and other departmental information.
• Prepare and distribute minutes for departmental meetings.
• Assist with employee scheduling, timekeeping, and communication, including emailing, calling, and texting staff.
• Coordinate and assist with scheduling swim lessons, private instruction, and other aquatic activities.
• Provide swimming instruction when certified and needed.
• Work with Group Sales and Food & Beverage to coordinate group reservations, private rentals, birthday parties, day groups, and other events.
• Assist with the daily opening of condominium pools and the seasonal opening and closing of summer facilities.
• Help develop and implement new aquatic programs, activities, and operational ideas.
• Assist with special projects and initiatives as assigned by the Aquatics Director.
• Serve as Aquatics Manager on Duty when needed.
• Work as a lifeguard and administer first aid when necessary.
• Maintain a professional, friendly, and approachable presence when interacting with guests, employees, and other departments.
• Handle sensitive information with a high level of confidentiality and discretion.
• Use sound judgment, active listening, and problem-solving skills to address issues and contribute to effective solutions.

Qualifications

Education

Required

High School or better in General High School Degre.

Licenses & Certifications

Preferred

First Aid

CPR

LIFEGUARD

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.