November 6, 2024

Upper Valley Aquatic Center

White River Junction

PART TIME

Swim Team Administrative Assistant

PART TIME 10-15 HOURS PER WEEK
Job Summary: The Swim Team Administrative Assistant at UVAC plays a critical role in the management of the association’s business office, supporting a thriving competitive swim team. This position is responsible for a broad array of business activities, communication, and tasks related to competitive swimming. As the central point of contact for swimmers, parents, coaches, and officials, the Administrative Assistant ensures efficient and accurate athlete registration, fee processing, and office coordination.

Duties/Responsibilities:

Athlete and Non-Athlete Registration

Manage registration for all participating athletes (180+), coaches, and officials.
Ensure that all required forms are accurately completed and submitted.
Verify receipt of registration fees and maintain up-to-date records on payments.

Business Office Management

Oversee the day-to-day operations of the swim team’s business office, providing administrative support to the Head Coach and Executive Director.
Handle office communications, including email, phone, and in-person inquiries.
Manage scheduling for team events, practices, and meetings.
Maintain organized records of athlete information, financial transactions, and administrative documents.

Billing and Financial Tracking

Process payments, track invoices, and follow up on outstanding balances.
Work with the UVAC finance department to ensure accurate financial reporting and reconciliation.
Prepare periodic financial reports as needed by the Swim Team Head Coach and Executive Director.

Team Communication and Coordination

Act as a liaison between UVAC administration, parents, athletes, and coaching staff.
Disseminate important team information, schedules, and updates through email, team portals, and other communication channels.
Coordinate team events, travel arrangements, and logistics for swim meets and competitions.

Support for Competitive Swimming Operations

Assist with meet registrations, including entry submissions, fee management, and roster updates.
Organize volunteer rosters, ensuring the availability of officials, timers, and other required personnel for competitions.
Maintain familiarity with competitive swimming regulations and best practices to support smooth event execution.

General Administrative Duties

Order and manage office supplies and team equipment inventory.
Perform additional administrative tasks as requested by the Swim Team Head Coach and Executive Director.
Support the promotion of team events, fundraisers, and community activities.