Aquatics Program Coordinator

Job Description

Job Description

Benefits:

• Employee discounts
• Opportunity for advancement
• Training & development

Job Title: Aquatics Program Coordinator
Location: Glass Court Swim & Fitness, Lombard, IL
Hours and Rate: Part-Time, approximately 15–20 hours per week, 20–25 per hour
Reports To: Chief of Staff

Position Summary

The Aquatics Program Coordinator oversees the organization, daily operations, and continued development of aquatics programs, including swim lesson scheduling, registrations, instructor management, and member service. This position is responsible for maintaining a safe, organized, and welcoming environment for all aquatics participants while supporting program growth, instructional quality, and staff development.

Essential Duties and Responsibilities

Program Operations and Scheduling

• Coordinate swim lesson schedules, aquacise, and other aquatics program details.
• Create and maintain instructor schedules and arrange coverage for absences and schedule changes.
• Ensure appropriate staffing and efficient scheduling for swim lessons and aquatics programs.
• Manage registrations, rosters, attendance, participant records, and scheduling adjustments.
• Coordinate cancellations, makeups, and schedule changes in accordance with facility policies.
• Maintain accurate records and clear communication across the aquatics department.
• Coordinate aquatics events, seasonal programs, and special activities.

Swim Instruction and Program Quality

• Teach swim lessons as needed to support program operations and staffing needs.
• Maintain consistent instructional standards and age-appropriate lesson progression.
• Monitor lesson quality and instructor performance, providing feedback, coaching, and support as needed.
• Ensure swim lessons are engaging, safe, and adapted to participants' individual abilities and learning needs.
• Support the development and implementation of lesson plans, instructional guidelines, and skill progression standards.

Staff Recruitment and Development

• Recruit, interview, and recommend candidates for aquatics positions, coordinating hiring decisions with management as appropriate.
• Coordinate onboarding, training, and ongoing professional development for aquatics staff.
• Mentor, supervise, and evaluate aquatics instructors.
• Monitor staff performance, reliability, professionalism, and adherence to facility standards.
• Support a positive, collaborative, and accountable team environment.
• Track staff certifications, training requirements, and renewal dates.

Enrollment, Customer Service, and Program Growth

• Support swim lesson enrollment, participant retention, and the continued growth of aquatics programs.
• Respond to inquiries from prospective families and assist with the registration process.
• Communicate professionally with instructors, parents, members, and guests regarding schedules, program expectations, and participant progress as appropriate.
• Address routine parent and member questions, feedback, and concerns, escalating matters to management when necessary.
• Identify opportunities to expand aquatics offerings, improve participant experiences, and increase program participation.
• Promote neurodivergent programming and inclusive aquatics opportunities for participants with diverse support needs.

Safety and Facility Operations

• Ensure aquatics staff follow established facility safety procedures and emergency protocols.
• Maintain awareness of pool conditions, equipment concerns, and potential safety hazards.
• Report and document incidents, injuries, safety concerns, and maintenance needs in accordance with facility procedures.
• Ensure staff maintain required certifications and complete applicable safety training.
• Promote a safe, clean, organized, and welcoming aquatics environment.
• Escalate significant safety incidents, personnel concerns, and operational issues to management promptly.

Management and Communication

• Report to the Chief of Staff regarding aquatics operations, staffing, program development, and operational needs.
• Make routine day-to-day program decisions within established facility policies and approved budgets.
• Coordinate with management regarding staffing needs, program goals, customer concerns, and opportunities for improvement.
• Obtain management approval for hiring decisions, expenditures, and other matters outside the coordinator's established authority.
• Participate in periodic reviews of enrollment, staffing, customer satisfaction, instructional quality, and overall program performance.

Qualifications

• Required: Minimum of one (1) year of experience working in aquatics programs at a swim school, fitness club, recreation center, YMCA, park district, or similar environment.
• Required: Current CPR, AED, and First Aid certifications, or the ability to obtain and maintain them within a management-approved onboarding period, if permitted by facility policy.
• Preferred: Current lifeguard certification. If not certified at hire, must obtain certification within an established onboarding period if required by facility policy.
• Preferred experience teaching swim lessons and working with swimmers of varying ages, abilities, and skill levels including neurodivergence.
• Preferred experience coordinating programs, supervising staff, or training and mentoring instructors.
• Strong communication, organizational, leadership, and problem-solving skills.
• Friendly, dependable, professional, and customer-service oriented.
• Ability to manage competing priorities and work independently while collaborating with management.
• Basic computer skills and the ability to use scheduling, registration, attendance, and recordkeeping software.
• Ability to work evenings and weekends as needed.

Physical Requirements

• Ability to stand, walk, bend, and move throughout the facility.
• Ability to work in a warm, humid pool environment.
• Ability to lift up to 25 pounds occasionally.
• Ability to work on the pool deck and enter the water when needed for instruction or program support.
• Ability to respond quickly in emergency situations and perform assigned emergency duties consistent with current training and certifications.

Schedule and Growth Opportunities

• Approximately 15–20 hours per week, based on program needs.
• Evening and weekend availability may be required.
• The position may expand to full-time as the aquatics program grows and operational needs increase.

Performance Expectations

Success in this role will be evaluated based on:

• Organization and efficiency of aquatics scheduling and operations.
• Reliability, preparedness, and development of aquatics staff.
• Quality and consistency of swim instruction.
• Enrollment growth, participant retention, and customer satisfaction.
• Adherence to facility safety procedures and operational policies.
• Communication, initiative, problem-solving, and collaboration with management.