Aquatics Program Administrator

Smugglers' Notch Resort; Jeffersonville (VT); On-site; USD 25,000 - 33,000; Full time

Job summary

Smugglers' Notch Resort is seeking an Aquatics Administrative Assistant to support daily operations of the Aquatics Department. The role combines administrative tasks with guest service, staff coordination, programming support and aquatic activities, requiring organization, discretion, and teamwork.

The ideal candidate is detail-oriented, reliable, and comfortable handling confidential information while working across departments to ensure smooth operations and guest satisfaction.

Qualifications

• Organized, detail-oriented and reliable candidate.
• Able to handle confidential information with discretion.
• Collaborative and able to work across departments.

Responsibilities

• Work with Human Resources to submit documentation and reconcile payroll, personnel, and benefits.
• Process departmental bills, invoices, orders, registrations, and payments.
• Assist with invoicing, registration, and payment processing through ResortSuite.
• Maintain accurate daily/weekly/seasonal records (payroll, checklists, statistics, training).
• Prepare and distribute minutes for departmental meetings.
• Coordinate employee scheduling, timekeeping, and staff communications (email, calls, texts).
• Coordinate scheduling of swim lessons, private instruction, and aquatic activities.
• Provide swimming instruction when certified.
• Coordinate group reservations, private rentals, birthday parties, day groups, and events with Group Sales and F&B.
• Assist with opening of pools and seasonal facilities.
• Develop and implement new aquatic programs and operational ideas.
• Support Aquatics Director on special projects.
• Serve as Aquatics Manager on Duty when needed.
• Perform lifeguard duties and administer first aid when necessary.
• Maintain professional, friendly presence with guests and staff.
• Handle sensitive information with confidentiality and discretion.
• Use sound judgment and problem-solving to address issues.

Skills

Administrative Support

Guest Services

Employee Coordination

Programming Support

Aquatic Operations

Confidentiality

Communication

Tools

ResortSuite

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.

Job Details

Starting wage: $21/hour

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.

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.