Aquatics Programs & Operations 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

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.