Community Aquatics Program Administrator

About Asphalt Green

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports fitness and play for all.

Each year Asphalt Green serves thousands of New Yorkers through sports aquatics fitness camps and community programs that promote health personal growth and lifelong participation in physical activity. Across three campuses and numerous community partnerships Asphalt Green is committed to providing high-quality programs that are inclusive accessible and rooted in excellence.

Asphalt Green believes that access to movement sport and wellness can change lives. Our work helps young people develop confidence resilience leadership skills and healthy habits that extend far beyond the playing field.

About the Role

The Community Aquatics Program Administrator provides high-volume administrative support for Asphalt Greens Community Aquatics Programs including Wave Makers NYC and Waterproofing. Reporting to the Community Aquatics Program Administration Manager this position is responsible for executing the day-to-day administrative activities that keep programs organized participants enrolled schools and families informed data accurate and program deliverables on schedule.

Working across a growing portfolio of Community Aquatics programs locations and partnerships the Administrator serves as an important point of coordination between schools participants families program supervisors and internal departments. The role requires exceptional organization communication attention to detail responsiveness and follow-through with the ability to manage a high volume of recurring responsibilities and time-sensitive assignments simultaneously.

Why This Role Matters

Working across a growing portfolio of Community Aquatics programs locations and partnerships the Administrator serves as an important point of coordination between schools participants families program supervisors and internal departments. The role requires exceptional organization communication attention to detail responsiveness and follow-through with the ability to manage a high volume of recurring responsibilities and time-sensitive assignments simultaneously.

What Youll Do

Program Operations & Scheduling

• Execute the day-to-day administration of Community Aquatics Programs including Wave Makers NYC Waterproofing and emerging initiatives in alignment with established processes timelines and program requirements.

• Create and maintain Community Aquatics programs classes registration capacities enrollment parameters and related program information within Salesforce and other applicable registration systems ensuring programs are accurately configured and ready for registration and implementation.

• Develop maintain and update program schedules within the framework established by Community Aquatics leadership coordinating school participation facility capacity the New York City Public Schools calendar and other operational requirements.

• Coordinate school onboarding program logistics documentation and day-to-day administrative needs with partner schools aquatic facilities program supervisors and internal departments.

• Maintain program calendars trackers shared files and administrative systems; track outstanding requirements and conduct timely follow-up to ensure deadlines and deliverables are met.

• Support the administrative setup and launch of new Community Aquatics programs locations and partnerships including required scheduling documentation communications data setup and coordination as assigned.

• Support ongoing school recruitment and outreach by maintaining prospect and contact records distributing program information tracking outreach and responses conducting assigned follow-up scheduling meetings and maintaining accurate status information throughout the recruitment pipeline.

School Participant & Family Administration

• Serve as a primary administrative contact for Community Aquatics school partners participants and families providing responsive and professional support throughout each program cycle.

• Prepare distribute track execute and maintain Letters of Agreement (LOAs) and other required documentation for participating schools.

• Own the day-to-day administration of participant registration and enrollment for Community Aquatics Programs including registrations enrollment changes waitlists participant records and available capacity.

• Execute ongoing communications with current and prospective school partners including program information scheduling onboarding requirements follow-up reminders and other routine correspondence while supporting recruitment priorities established by the Community Aquatics Program Administration Manager.

• Coordinate participant onboarding and routine communications including schedules registration materials newsletters reminders surveys program updates and time-sensitive notifications.

• Monitor program communication channels resolve routine inquiries and administrative issues and promptly escalate matters requiring management attention.

Data Reporting & Grant Support

• Maintain accurate school participation school attendance participant enrollment participant attendance and operational data within Salesforce and other organizational systems.

• Administer program surveys and track established program metrics compiling data program highlights survey results and supporting information for mid-year year-end grant impact and other organizational reports.

• Support grant administration and reporting through program setup participant tracking data collection surveys documentation and preparation of required information.

• Collect validate organize and maintain data and documentation needed to support FOIL requests program publications grant requirements and other approved organizational data needs.

• Maintain organized electronic program records and supporting documentation.

• Coordinate requests from Data Marketing Development and other internal departments by gathering program information data participant stories materials and supporting documentation and ensuring requested deliverables are completed within established timelines.

Purchasing Invoices & Inventory

• Review assigned invoices for accuracy and completeness and submit them for payment in accordance with organizational procedures.

• Coordinate purchasing requests and orders for program supplies equipment apparel and materials.

• Maintain inventory records and coordinate the distribution of equipment supplies and materials across Community Aquatics programs and locations.

Cross-Functional & Department Support

• Collaborate with Community Aquatics staff across programs and locations to coordinate administrative needs and maintain alignment on schedules deadlines and deliverables.

• Serve as an administrative throughline across Community Aquatics programs locations supervisors and internal departments helping ensure information requests deadlines and deliverables remain aligned.

• Provide administrative and project support for program launches special initiatives and other Community Aquatics priorities as assigned.

• Represent Asphalt Green professionally and contribute to a collaborative inclusive and service-focused work environment.

What Success Looks Like

• Program schedules registrations school agreements communications records and other administrative deliverables are accurate timely organized and consistently completed within established deadlines.

• Salesforce programs registrations rosters attendance records and other program data are accurately established and maintained providing reliable information for program operations reporting and organizational use.

• Schools participants and families receive clear timely and professional communication with routine questions and administrative needs addressed efficiently and issues escalated appropriately.

• Program data survey results attendance records and supporting documentation are complete organized and readily available to support management reporting grant requirements public information requests and other organizational needs.

• Program supervisors locations and cross-functional departments receive consistent administrative support and follow-through helping shared responsibilities requests and deliverables remain aligned and on schedule.

• New programs locations partnerships and expansion initiatives receive responsive hands-on administrative support with the Administrator prepared to shift priorities and assist with scheduling program setup registration communications documentation equipment data and other needs required for successful launch.

Required Qualifications

• Two or more years of relevant experience in program administration coordination operations customer service or a related field.

• Exceptional organizational skills and strong attention to detail with demonstrated ability to maintain accurate records and complete administrative work consistently and on time.

• Strong written verbal and interpersonal communication skills.

• Demonstrated ability to collaborate effectively with colleagues across multiple departments programs locations and levels of an organization.

• Strong follow-through and the ability to track outstanding items from initiation through completion.

• Proficiency with Microsoft Office including Excel Word Outlook and Teams.

• Experience utilizing CRM database registration or participant management systems; experience with Salesforce or a comparable CRM strongly preferred.

• Ability to work effectively in a fast-paced environment where schedules priorities and program needs may change quickly.

Preferred Qualifications

• Bachelors degree or equivalent combination of education and relevant professional experience.

• Experience supporting K12 education youth development nonprofit recreation aquatics or community-based programming.

• Experience supporting high-volume participant registration or customer service operations.

• Experience working with schools families or community partners.

• Experience supporting data collection grant reporting surveys or organizational reporting.

• Experience coordinating administrative activities across multiple programs facilities or locations.

Schedule and Work Environment

This role is based at Upper East Side and requires the schedule and availability described in the Job Overview above.