Charger Aquatics Administrative Assistant

Job Description

Summary

The Albuquerque Academy Charger Aquatics program is seeking an individual for the position of Administrative Assistant. This position is responsible for supporting and assisting the Charger Aquatics team through customer service and administrative functions. Some of their duties include managing billing and expenses, assisting with registration, handling advertising and social media accounts, scheduling, supporting event preparation, and coordinating volunteers. Strong candidates are attracted to our mission and see themselves as engaged community members. 

All employees at Albuquerque Academy approach their work in accordance with the values in our mission and in a spirit of kindness, professionalism, generosity, and civility to all members of the community. Our community norms, listed below, underlie our school culture, and all community members are expected to commit themselves fully to them.

• Value and respect the diverse contributions of each person in the community.
• Assume positive intent and inquire if you are left with questions or concerns.
• Engage in face-to-face direct conversations; be clear, open, and honest in your conversations.
• Be present and participate.

Albuquerque Academy seeks to maintain a diverse and energetic staff to work on campus. We encourage applications from groups traditionally underrepresented in independent school communities. The position is open until filled, and applicants are asked to submit a letter of interest and resume along with their online application. Please explain why Albuquerque Academy is the right fit for you and detail your passion for the position.

Essential Functions

• Serve as the initial contact for any prospective athletes and their families to answer questions about costs, attendance requirements, wait lists, etc.  
• Set-up, activate, and manage all team and athlete registration.
• Coordinate and manage all billing and expense related matters with team members, external organizations, and the Albuquerque Academy business office.
• Assist the Director of Competitive Aquatics with budget related matters including preparation of the annual budget cycle and ongoing monitoring of program spending to include monthly reconciliations.  
• Coordinate as needed with Charger Swim & Pro Shop in matters related to CAQ and Academy team apparel and budgeting matters for all programs.  
• Coordinate and implement all Charger Aquatics advertising. 
• Coordinate and implement social media campaigns and usage.
• Assist with preparation and operations for all competitions hosted by Albuquerque Academy and Charger Aquatics.
• Coordinate and support team travel for athletes and coaches.
• Assist with entries for competitions as directed by the Head Coach and Head Age Group Coach.
• Provide general administrative support to the Director of Competitive Aquatics in all matters relating to Albuquerque Academy Girls & Boys Varsity Swimming and Diving as well as Charger Aquatics and all aquatic programming within the Academy facilities.  
• Update and maintain the Charger Aquatics team website, calendars and pertinent information for daily operations.
• Schedule and coordinate team tryouts for prospective athletes with coaching staff.
• Serve as the ongoing contact for team members in regard to administrative matters relating to Charger Aquatics.
• Coordinate volunteer efforts to support Charger Aquatics and Albuquerque Academy Swim & Dive programs including team event and competitions.  
• Support the School and its mission, always maintaining a high degree of professionalism.
• Foster and maintain a culture of mutual respect, equitable practice, and joy. 
• Demonstrate cultural competence and communicate and collaborate effectively across differences.

Other Responsibilities

• Attend employee meetings as needed.
• Perform other duties as assigned.

Job Qualifications

Education

• A high school diploma or equivalent is required.
• A Bachelor’s degree is preferred.

Experience

• Minimum three years of experience in administrative assistance or a comparable field is required.

Knowledge/Skills/Abilities

• Familiarity and willingness to become an expert in Team Unify (web-based team management software system).
• Knowledge of swimming as a competitive sport.
• Knowledge of learn-to-swim programming.
• Experience working with kids and or faculty/staff in a school environment.
• Ability to work with minimal supervision in a fast-paced office environment.
• Strong technical skills, with proficiency using business applications and databases and/or strong propensity to learn.
• Ability to track numerous tasks simultaneously and to work comfortably with interruptions.
• Organizational and time-management skills.
• Ability to maintain strict confidentiality of all information.
• Ability to work with young people in an educational setting.

Special Requirements

• Must be legally authorized to work in the United States.

Working Environment

• Majority of work is performed in an indoor office setting in the campus Natatorium.
• Work hours are typically from 8:00 a.m. to 5:00 p.m. Monday through Friday.
• Weekend and evening work may be required. 

Physical Demands

• Ability to work in an office setting; filing, handling office materials, and operating/working on a computer for extended periods of time.
• Ability to lift and carry up to 25 pounds with or without assistance.

EEO/ADA Compliance

Albuquerque Academy is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Academy will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.