Part-Time Aquatic Club Administrative Assistant

Position Purpose

The administrative assistant supports the Germantown Academy Aquatic Club and the coaches in all administrative and financial matters.

Key Responsibilities

• Ensure that all fees for meets and other events are paid on time. Make sure certificates of insurance are obtained when required.
• Collects time sheets from coaches for hours worked and submits them to the GA business office.
• Ensure that all GAAC invoices are reconciled and paid in a timely manner.
• Billing all families for dues, meets, travel fees, equipment, surcharges and following up on the submission of invoices and payments.
• Order and maintain office supplies and equipment when requested by coaching staff.
• Have a working knowledge of Team Unify – registrations, meet set up, meet entries.
• Safeguard that all coaching credentials are up to date.
• Aid in the planning of team travel by obtaining airline tickets, securing hotel rooms and car rentals, and distributing per diems.
• Update and maintain GAAC website on a regular basis.
• Assist coaches with day-to-day running of the club.
• Assist school team managers with running of school team swimming and diving meets.
• Help with organization and logistics of GAAC hosted meets.
• Help with organization and logistics of Inter Ac Diving Championships.
• Help with the organization and logistics of the Easterns Interscholastic Swimming and Diving Championships.

Qualifications

• Strong accounting skills.
• Strong organizational skills.
• Strong customer service skills.
• Ability to use Team Unify, Hy-Tek Meet Manager and Hy-Tek Team Manager.
• Punctual.
• Historical knowledge of the sports of swimming and diving.