Swim Team Administrator Hockomock YMCA – North Attleboro, MA Part-timeGeneral Function: Under the supervision of the Senior Program Director, the Swim Team Administrative Assistant will manage, organize and operate all of the administrative duties that pertain to the HAY Swim team including YMCA, Team Unify and USA Swimming functions.Know How: Ability to manage and organize multiple projects involving the administrative side of the HAY competitive swim team. Understand the workings of the Team Unify system utilized to set up meets and other communications w/ parents and swimmers in addition to communicating via email when appropriate and necessary. The Swim Team Admin. must have an understanding of the respective roles of the Association Office, YMCA staff structure and general membership.He/she must have the ability to establish supportive leadership with staff and volunteers. The Swim Team Administrator must be able to relate effectively to diverse groups of people from all social and economic segments of the community. Sound judgment is essential. The ability to appropriately delegate responsibilities to volunteers is paramount.Principle Activities: Create, edit and gain approval for registration forms prior to the start of the season. Email forms to members and post to the website.Make all field calls and email about group placementsReview all completed forms and check for errors. In the case an error is found email/call parents, to review and explain.Generate excel spreadsheet which details costs and payments for tracking and accounting purposes deliver this daily to the association accounting department.Prepare payment information on all forms.Once payments are entered, reconcile the detailed report to spreadsheet to check for accuracy(this happens about 6 times over the course of each season)Assist with contacting parents re: declined credit cards and nonmember formsWork with scholarship coordinators to determine costs for scholarship swimmerAt the start of each USA Swim season, register new swimmers (collect birth certificates, ensure accuracy of Team Unify information, process forms and payment to New England Swimming)At the start of each USA Swim season, communicate with parents on required documentation for transfer swimmersGenerate spreadsheet to track meet entry fees. Ensure fees from swimmers equal payment for meet. Resolve discrepancies. Notify parents several times during season for need to make addition deposit payments. Collect payments and send many reminder notices.At the end of USA Swim season refund unused deposits via Y refund formsAt the end of USA Swim season coordinate with Head Coach the amount of coaching stipend paid for USA meets and transfer amount between accountsMonthly, reconcile 9 account activities with Swim Team Admin. records of expenses and fee collections.Assist with communicating with parents re: upcoming meets and field questions. Also done for Y meetsFor Y Invitational, send meet fee amounts due and collect fees from parentsUpdate team database with all swimmers contact infoSend emails with meet information, Booster Club events, practice changes, etc.Respond to parent questions via emailsField phone calls that require more detailed conversationUpdate website for events or to clarify meet informationAttend monthly booster club meetings.Process check requestsWith help of the Sr. Program Director, assist with group’s needs at the Y (e. use of outdoorgrill, gym space for social events, etc.)Maintain the Team Manager database with all meet results for Swim RecordsGenerate current broken records report periodicallyUpdate website with current recordsCommunication with parents regarding travel plans, identify a parent volunteer to assist with this.Prepare bills, send to parents and collect feesCommunicate with host coach prior to meet entry and then prior to meetPost meet information to websiteFinalize the entry with Head CoachRequest check for meet entry paymentSend required paperwork (sometimes includes insurance forms) and payment to host teamPrepare entries for all home meetsSet up Meet Manager database for home meetsCommunications with visiting team for all home meetsCoordinate with our Meet Manager for running the meet at homeHelp coordinate Championship team apparelCoordinate sizing of suits and t-shirts as well as order suits, caps and organize the distribution of all.Provide necessary information in order to maintain Swim Team bulletin boardEffect on End Result:Maintain an organized approach for all of the inner workings as outlined above for our HAY swim team.By creating and maintaining an organized team, ensure that swimmers and parents are well informed in order for them to maximize their experience with our swim team.*Position consists of 25 hours per week

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