Aquatics Administrative Assistant

Job Description

Job Description

SafeSplash is seeking a dependable, organized, and customer-focused Part-Time Administrative Assistant to support the daily operations of our swim school. This role is ideal for someone who enjoys working with families, staying organized, and ensuring the administrative side of the business runs smoothly. Using the iClassPro management system, you will help manage student enrollments, billing, scheduling, and customer communications while supporting our mission of providing a safe, welcoming environment where swimmers of all ages build confidence and life-saving water safety skills.

Schedule

• Part-time (15–25 hours per week) .
• Work 1–2 days per week in the office, with a flexible schedule based on the swim school's needs.
• Hours & Days:
  • Monday - Friday:10:00 AM - 1:00 PM & 3:00 PM - 7:30 PM.
  • Saturday: 7:00 AM - 1:00 PM.

Key Responsibilities

• Manage daily administrative operations using the iClassPro software platform.
• Process new student enrollments, class transfers, withdrawals, and waitlists.
• Maintain accurate student, family, and billing records.
• Answer phone calls, emails, and text inquiries while providing exceptional customer service.
• Assist families with registration, account updates, and payment questions.
• Process tuition payments, recurring billing, and monitor outstanding balances.
• Update class schedules, instructor assignments, and program availability in iClassPro.
• Generate reports and assist management with enrollment tracking and class capacity.
• Communicate schedule changes, holiday closures, promotions, and special events to families.
• Support registration for camps, clinics, swim evaluations, and special programs.
• Maintain organized digital and paper records.
• Ensure confidential customer information is handled accurately and securely.
• Coordinate with instructors and management to ensure class rosters remain accurate.
• Assist with inventory of office supplies and retail merchandise as needed.
• Perform additional administrative and office support duties to help keep the swim school operating efficiently.
• Other duties may be required for this position

Qualifications

• Previous administrative, office, customer service, or receptionist experience preferred.
• Experience with iClassPro is highly preferred; training is available for the right candidate.
• Strong computer skills, including Microsoft Office and Google Workspace.
• Excellent organizational, time management, and multitasking abilities.
• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to work independently while collaborating with the swim school team.
• Friendly, professional, and customer-focused attitude with a passion for helping families.

Why Join SafeSplash?

Join a team that's passionate about making a difference through swim education and water safety. At SafeSplash, you'll enjoy a flexible part-time schedule, a positive and supportive work environment, and the opportunity to help families while contributing to the success of one of the nation's leading swim school brands.