Club Administrator

Job Responsibility:

The Scarborough Swim Club is a not-for-profit swim club associated with both Swim Ontario and Swimming Canada and provides professional swim instruction, training and coaching for competitive swimmers of all ages. The Club primarily operates in the eastern region of the GTA and has been in operation for over 60 years. This past season, the Club had over 120 competitive swimmers and a rapidly growing Swim Academy program of 200 swimmers. Our Club operates at the world-class facility the Toronto Pan Am Sports Centre, as well as West Hill Collegiate - all located in Scarborough

Summary :

The Administrator reports directly to the Club Operations Manager. The role provides administrative functions for the Club Operations Manager, the Head Coach, other Club coaches and the Board of Directors. This position is the main communication link between the Club and the membership and potential new members. This individual must possess superior customer service and communication skills.

Job Responsibilities

Communication:

• Respond to Club voicemail and emails. Respond to all inquiries in a timely manner and forward calls/email enquiries to appropriate coach or Board member as necessary
• Hold regular office hours in the Club office at TPASC, as agreed upon with Club Operations Manager
• Distribute club communications including social, fundraising and swim meet information to members
• Relay messages from other clubs, swimming associations and other organizations
• Pick up and distribute mail from Club mailbox
• Respond to Club related inquiries, members concerns and registration enquiries while maintaining confidentiality
• Ensure website is up to date

Registration:

• Prepare registration/membership package each season
• Assist with set up and monitoring registration on TeamUnify for all programs (competitive and pre-competitive)

Administrative Support:

• Provide administrative support to Board members and coaches as needed (board meetings, Annual General Meeting, reporting, special events, tracking volunteer commitments etc.)

Permitting:

• Assist with permit requests for pool time with TPASC, TDSB and City of Toronto
• Assist with booking venues for social events

Swim Meets

• Assist with transportation and accommodation for team travel meets
• Liaise with team travel chaperones and prepare, distribute and collect all necessary travel documents for swimmers
• Provide administrative assistance to Meet Manager and Officials Chair as necessary, including updating the website with hosted meet information

Fundraising:

• Provide support to the Swim-a-thon Coordinator
• Assist with other fundraising initiatives as required

Team Clothing/Equipment:

• Assist Club Operations Manager with setup and ordering of team clothing, spirit wear and equipment
• Maintain inventory records for team clothing & equipment

Qualifications:

• Customer service experience
• Excellent oral and written communication and interpersonal skills
• Excellent organizational skills
• Schedule flexibility
• Advanced MS-Office (Word and Excel) skills
• Excellent time management skills; ability to prioritize
• Knowledge of competitive swimming is an asset
• Criminal record check is required

Hours : Hours may vary depending on the time of year but are expected to average 15-20 hours per week.

Location : Toronto Pan Am Sports Centre & remote (work from home).

Salary : Salary will be commensurate with qualifications and experience. $20-$28/hr

Submit cover letter and resume to: Laura Watts, Club Operations Manager, Scarborough Swim Club: View email address on ca.edajobs.com

Job Type: Part-time

Pay: $20.00-$28.00 per hour

Expected hours: 15 - 20 per week

Education:

• Secondary School (preferred)

Experience:

• Administrative: 1 year (preferred)

Work Location: Hybrid remote in Scarborough, ON M1C 0C7