Competitive Swim Team Administrative Support

Job Details: Job Location: 100 FANNY ROAD - MOUNTAIN LAKES, NJ, Position Type: Part Time, Salary Range: $25.50 - $25.50Hourly, Job Shift: Day,
a {
text-decoration: none;
color: #464feb;
}
tr th, tr td {
border: 1px solid #e6e6e6;
}
tr th {
background-color: #f5f5f5;
}

Swim Team Administrative Support

Lakeland Hills Family YMCA Location

Position Type: Part-Time (10 hours per week, may increase based or facilities needs and position holder availability)

The Lakeland Hills Family YMCA is seeking a detail-oriented, organized, and creative Swim Team Administrative Support professional to assist with the day-to-day operations of our competitive swim team. This role works closely with the Team Administrator, coaches, swimmers, and families to support communications, social media, team materials, website updates, and administrative functions that contribute to a positive and successful team experience.

If you enjoy organization, communication, community engagement, and supporting youth sports programs, we encourage you to apply.

Position Summary

The Swim Team Administrative Support role provides organizational and administrative assistance to help ensure the smooth and effective operation of the swim team. Responsibilities include supporting team communications, managing social media content, preparing monthly newsletters, maintaining team handbooks and resources, updating digital content, assisting with team events, and providing general administrative support.

The ideal candidate is highly organized, dependable, collaborative, and committed to providing excellent service to swimmers and families while upholding YMCA values.

Essential Responsibilities

Communications & Social Media Management

Assist with planning, creating, and scheduling content for team social media platforms.

Share meet results, swimmer accomplishments, team events, announcements, photos, and highlights.

Maintain a professional, positive, and engaging team voice across all communication channels.

Gather content and photos from coaches, families, and team events.

Support communication of important team reminders, deadlines, registration information, and updates.

Monthly Newsletter Coordination

Prepare and distribute the monthly swim team newsletter in collaboration with the Team Administrator and coaching staff.

Collect content such as upcoming events, meet results, swimmer achievements, volunteer opportunities, and team announcements.

Edit, format, and proofread communications to ensure professionalism and accuracy.

Maintain consistency with the team's communication schedule and branding.

Team Handbooks & Administrative Materials

Assist with creating, updating, and maintaining team handbooks, parent guides, forms, FAQs, and resource materials.

Ensure documents remain current, organized, and easily accessible for families.

Coordinate updates when schedules, policies, procedures, or team information change.

Website & Digital Content Support

Assist with maintaining the swim team's website and digital resources.

Update schedules, announcements, forms, events, news, and team information as directed.

Monitor content for accuracy and identify outdated information requiring updates.

Team Events & Member Engagement

Support promotion of swim meets, team events, fundraisers, social gatherings, and recognition programs.

Help develop creative ways to celebrate swimmer achievements, coaches, volunteers, and team milestones.

Assist with communications and special projects related to team activities and events.

Administrative Support & Customer Service

Provide general administrative support including document preparation, organization, data gathering, and special projects.

Assist with routine family inquiries and direct questions to appropriate YMCA staff when needed.

Help ensure timely and effective communication between families, coaches, administrators, and YMCA staff.

Foster an inclusive, welcoming, and positive team environment aligned with YMCA values.

Privacy, Accuracy & Compliance

Maintain confidentiality of swimmer, family, and team information.

Ensure all communications and published materials are accurate, professional, and appropriate.

Follow YMCA policies regarding communications, photography, social media, recordkeeping, and use of member information.

Why Work at the Y!

Flexible Schedule
Free YMCA membership, including access to our brand-new, state-of-the-art Health & Fitness Center, group fitness classes such as Pilates, Yoga, Cycling, and more. Enjoy our regulation-size pool, exclusive member discounts, and special member-only opportunities!
Participation in 403(b) savings plan and participation in the YMCA Retirement Fund (based on eligibility requirements).
We believe in promoting from within whenever possible and encourage internal career growth. Employees will have first access to opportunities within their or other departments.

Qualifications:
a {
text-decoration: none;
color: #464feb;
}
tr th, tr td {
border: 1px solid #e6e6e6;
}
tr th {
background-color: #f5f5f5;
}

Required

Strong organizational and administrative skills with exceptional attention to detail.

Ability to manage multiple projects and meet deadlines.

Experience with SportsEngine or similar team management platforms.

Comfort with basic website editing and content updates.

Excellent written and verbal communication skills.

Professional email etiquette and customer service skills.

Ability to work collaboratively with staff, coaches, volunteers, and families.

Preferred

Experience working in youth sports, aquatics, recreation, or nonprofit organizations.

Proficiency with Microsoft Excel, Google Sheets, and other spreadsheet applications.

Experience creating newsletters, social media content, and digital communications.

Basic data reporting and record management experience.