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About the Role

Asphalt Green is seeking a highly organized, detail-oriented, and customer-focused Swim Academy Administrator to support the daily operations of our Swim Academy across the Upper East Side and Battery Park City locations. This role is a key support position within the Aquatics team, helping to keep program operations organized, communication clear, staff scheduling accurate, and customer service responsive. The ideal candidate will be proactive, professional, comfortable managing multiple priorities, and able to support both administrative details and member-facing communication.

Responsibilities

Support daily administrative operations for the Swim Academy.
Assist with program organization, documentation, data processing, and database maintenance.
Support program analysis, reporting, and operational tracking.
Prepare attendance sheets, progress reports, program documents, and training resources.
Assist with registration tasks for the Swim Academy.
Support editing, approving, and maintaining program data in Salesforce and related systems.
Maintain accurate customer and program records.
Assist with additional administrative and managerial tasks related to the Aquatics Department.
Track inventory for Swim Academy supplies, including swim caps, office supplies, and staff uniforms.
Distribute and track uniforms across locations.
Monitor supply needs and communicate inventory updates to aquatics leadership.
Help ensure staff and program materials are organized and available when needed.
Maintain accurate records of staff attendance, coverage, and scheduling updates.
Manage coverage requests and communicate schedule changes or policy reminders.
Collect and track instructor availability.
Track weekly instructor hours for payroll purposes.
Send payroll reminders to swim instructors.
Support scheduling communication between instructors, leadership, and program staff.
Help ensure staffing information is accurate and up to date.
Track and issue private lesson credits.
Track Swim Academy credits.
Assist with private lesson billing and scheduling.
Update private lesson log sheets.
Contact private lesson participants regarding instructor absences, schedule changes, and other updates.
Schedule and conduct swim evaluations.
Support smooth communication between participants, families, instructors, and Swim Academy leadership.
Handle general customer inquiries by phone and email.
Communicate professionally and clearly with participants, families, instructors, and staff.
Send mass emails to customers as needed.
Maintain customer distribution lists in Salesforce.
Provide timely updates related to scheduling, registration, program changes, and private lessons.
Support a positive and responsive customer experience for Swim Academy families and participants.
Support program quality initiatives and department projects.
Assist with preparing staff documents, training resources, reports, and program materials.
Serve as Manager on Duty in the absence of the Principal or Coordinator when needed.
Work collaboratively with the Aquatics leadership team and Swim Academy staff.
Support a professional, organized, service-focused, and team-oriented aquatics environment.

Requirements

Prior administrative, customer service, program support, aquatics, recreation, education, youth programming, or related experience.
Strong customer service skills and the ability to communicate professionally with children, parents, families, staff, and program participants.
Strong organizational skills and attention to detail.
Ability to manage multiple tasks, deadlines, records, and communication needs.
Working knowledge of Microsoft Office.
Ability to learn and use Salesforce, registration systems, scheduling tools, databases, or other program management systems.
Ability to work with children and families in a professional, patient, and respectful manner.
Ability to work Saturday and Sunday to support weekend programming.
Ability to work an alternate schedule across the Upper East Side and Battery Park City locations.
Ability to work early mornings, late evenings, weekends, or irregular hours based on program needs.
Reliability, professionalism, sound judgment, and strong follow-through.
Prior experience in instructional aquatics, swim programming, or swim school operations is preferred.
Current Lifeguard, CPR, First Aid, or AED certification is preferred.
ASCA, USA Swimming, or other aquatics-related certification is preferred.
Experience using Salesforce or similar CRM/database systems is preferred.
Experience supporting registration, billing, scheduling, attendance tracking, or program reporting is preferred.
Experience working in a high-volume customer service, youth program, recreation, camp, fitness, or aquatics environment is preferred.
Bilingual or multilingual language skills are preferred.
Ability to work in office, pool-adjacent, and aquatics program environments.
Ability to move throughout Asphalt Green facilities and program spaces.
Ability to sit, stand, walk, bend, reach, and move between work areas as needed.
Ability to use a computer, phone, and office equipment for extended periods.
Ability to communicate clearly by phone, email, and in person.
Ability to carry or move program materials, office supplies, uniforms, or inventory items as needed.
Ability to remain attentive and responsive in a busy customer-facing and program environment.

Skills

Microsoft Office
Salesforce
Registration systems
Scheduling tools
Databases
Program management systems
Customer service
Communication
Organization
Attention to detail
Time management
Problem-solving
CRM systems

Location

New York, NY

Work Type

Full Time
In-person

Experience Level

Prior administrative experience
Prior customer service experience
Prior program support experience
Prior aquatics experience
Prior recreation experience
Prior education experience
Prior youth programming experience

About the Company

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all.
Each year, Asphalt Green serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs that promote health, personal growth, and lifelong participation in physical activity.
Across three campuses and numerous community partnerships, Asphalt Green is committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence.
Asphalt Green believes that access to movement, sport, and wellness can change lives.
Our work helps young people develop confidence, resilience, leadership skills, and healthy habits that extend far beyond the playing field.