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About the Role

The Community Aquatics Program Administrator provides high-volume administrative support for Asphalt Green’s Community Aquatics Programs, including Wave Makers NYC and Waterproofing. This position is responsible for executing day-to-day administrative activities to ensure programs are organized, participants are enrolled, schools and families are informed, data is accurate, and program deliverables are on schedule. The Administrator serves as a key point of coordination between schools, participants, families, program supervisors, and internal departments, requiring exceptional organization, communication, attention to detail, responsiveness, and follow-through.

Responsibilities

Execute the day-to-day administration of Community Aquatics Programs, including Wave Makers NYC, Waterproofing, and emerging initiatives.
Create and maintain Community Aquatics programs, classes, registration capacities, and enrollment parameters within Salesforce and other applicable systems.
Develop, maintain, and update program schedules, coordinating school participation, facility capacity, and the New York City Public Schools calendar.
Coordinate school onboarding, program logistics, documentation, and day-to-day administrative needs with partner schools, aquatic facilities, program supervisors, and internal departments.
Maintain program calendars, trackers, shared files, and administrative systems; track outstanding requirements and conduct timely follow-up.
Support the administrative setup and launch of new Community Aquatics programs, locations, and partnerships.
Support ongoing school recruitment and outreach by maintaining records, distributing program information, and tracking outreach.
Serve as a primary administrative contact for Community Aquatics school partners, participants, and families.
Prepare, distribute, track, execute, and maintain Letters of Agreement (LOAs) and other required documentation for participating schools.
Own the day-to-day administration of participant registration and enrollment for Community Aquatics Programs.
Execute ongoing communications with current and prospective school partners.
Coordinate participant onboarding and routine communications, including schedules, registration materials, newsletters, and reminders.
Monitor program communication channels, resolve routine inquiries, and escalate issues requiring management attention.
Maintain accurate school participation, school attendance, participant enrollment, participant attendance, and operational data within Salesforce and other organizational systems.
Administer program surveys and track established program metrics, compiling data for reports.
Support grant administration and reporting through program setup, participant tracking, data collection, and documentation.
Collect, validate, organize, and maintain data and documentation needed to support FOIL requests, program publications, and grant requirements.
Maintain organized electronic program records and supporting documentation.
Coordinate requests from Data, Marketing, Development, and other internal departments by gathering program information, data, and supporting documentation.
Review assigned invoices for accuracy and completeness and submit them for payment.
Coordinate purchasing requests and orders for program supplies, equipment, apparel, and materials.
Maintain inventory records and coordinate the distribution of equipment, supplies, and materials.
Collaborate with Community Aquatics staff across programs and locations to coordinate administrative needs.
Serve as an administrative throughline across Community Aquatics programs, locations, supervisors, and internal departments.
Provide administrative and project support for program launches, special initiatives, and other Community Aquatics priorities.
Represent Asphalt Green professionally and contribute to a collaborative, inclusive, and service-focused work environment.

Requirements

Two or more years of relevant experience in program administration, coordination, operations, customer service, or a related field.
Exceptional organizational skills and strong attention to detail with demonstrated ability to maintain accurate records and complete administrative work consistently and on time.
Strong written, verbal, and interpersonal communication skills.
Demonstrated ability to collaborate effectively with colleagues across multiple departments, programs, locations, and levels of an organization.
Strong follow-through and the ability to track outstanding items from initiation through completion.
Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams.
Experience utilizing CRM, database, registration, or participant management systems; experience with Salesforce or a comparable CRM strongly preferred.
Ability to work effectively in a fast-paced environment where schedules, priorities, and program needs may change quickly.

Skills

Salesforce
Microsoft Office
Excel
Word
Outlook
Teams
CRM
Database management
Registration systems
Participant management systems
Organization
Attention to detail
Written communication
Verbal communication
Interpersonal communication
Collaboration
Follow-through
Time management

Location

Upper East Side - New York, NY 10128

Work Type

Full Time

Education Level

Bachelor’s degree or equivalent combination of education and relevant professional experience.

Salary/Compensations

$27.47 - $30.22 Hourly

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.