Aquatics Program Administrator

Asphalt Green is a non-profit organization focused on sports and fitness. We transform lives and build community through sports, fitness, and play for all.

As part of an organizational initiative to expand swim instruction to children across NYC, we are looking for an Aquatics Program Administrator. Reporting to the Director of Citywide Aquatics Program, the Aquatics Program Administrator will be a valuable part of this initiative by coordinating with and communicating with all stakeholders including families, external partners, and internal staff.

The Aquatics Program Administrator will support Asphalt Green’s swim instruction programs, and further advance our mission of providing life-changing aquatics initiatives through community outreach! An ideal candidate will be detail-oriented and a self-starter able to balance multiple tasks efficiently, in support of the growth of our aquatic initiatives.

Responsibilities:

• • Spearhead logistical communications with all stakeholders, including staff, rental sites, schools, partner organizations, and individual participants and their families. Ensure excellent customer service via newsletters, and constant communications.
  • Coordinate program schedules with partnering schools, organizations, and/or individual participants.
  • Administer all program partner LOAs (Letters of Agreement) and other contractual documentation.
  • Provide thorough onboarding for program registrants, ensuring clear lines of communication, and confirming that policies/procedures are understood, and program agreements are executed.
  • Coordinates programmatic data entry with appropriate reporting.
  • Monitor participation and skill acquisition metrics; create and deliver reports on efficiencies and inefficiencies.
  • Work in coordination with Aquatics, Community Programs, and Marketing departments to expand recruitment.
  • Negotiate contracts and agreements with external service providers for Aquatics programs.
  • Evaluate vendor performance, ensuring cost-effectiveness.
  • Conducts direct outreach to external aquatics locations for Asphalt Green utilization; tracking outreach and response.
  • Handles external contract process ensuring rental/usage agreements are vetted by appropriate staff and executed accordingly.
  • Ensures all rental payments are completed and submitted following Accounts Payable procedures.
  • Working with the Purchasing function, orders program supplies, equipment and manages uniform budget.
  • Coordinates with various teams to support cross-functional collaboration; facilitate effective communication between departments and ensure timely dissemination of information.
  • Responsible for tracking supplies, equipment & uniform inventory and distribution.

Qualifications

• 3+ years of relevant experience working as a Program Administrator, preferably in the field of aquatics and/or community programming.
• Experience working with and documenting data and reporting.
• Must possess technical skills for reporting such as Advanced Excel.
• Experience with recruitment initiatives for members.
• Ability to follow programmatic and organizational procedures.
• Must possess strong attention to detail with contracts, scheduling, purchasing, and other administrative tasks.
• Must possess strong organizational, communication (both verbal and written), and interpersonal skills.
• Ability to act as an ambassador not only to the Aquatics department but the entire organization.