EUGENE FAMILY YMCA·Eugene, Oregon
The Administrative Assistant supports the Aquatics Director by coordinating group and private swim lessons, managing registrations, and maintaining program rosters. They also assist with administrative tasks, staff payroll entry, and ensuring compliance with safety and training requirements.
This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Aquatics Administrative Assistant at the Eugene Family YMCA intentionally fosters a cause-centered culture that is welcoming, genuine, hopeful, nurturing, and determined while also coordinating high-quality, member-focused aquatics programs. Essential Functions Assists the Aquatics Director to effectively run the Aquatics Program with a focus on Group Swim Lesson Coordination With supervisor guidance, administers Aquatics operations and rules, setting precedent within limits. Uses professional judgment to troubleshoot problems in Aquatics program, selecting solutions from multiple known alternatives. Includes entering Group Swim Lessons into registration system Corresponds with members and patrons who inquire about Swim Lessons Helps members and patrons to register for Swim Lesson programs Assists in creation of rosters for Group Swim Lessons and prepares Swim Lesson materials Assists in sending out Swim Lesson Surveys to lesson participants and reviews feedback with the Aquatics Director Coordinates Private Swim Lessons Frequently interacts with program participants and members to provide detailed procedural explanations Responds to and monitors Private Lesson Requests Follows up with guardians and/or individuals who have requested lessons Works with Private Lesson Swim Instructors to assign lessons Ensures necessary paperwork is completed for participants Follows up with families and/or Aquatics Director to ensure payments are received and private lesson policies are followed Updates the Private Swim Lesson Schedule Assists Aquatics Director with Private Swim Instructor payroll entry as needed Assists Aquatics Director and Associate Aquatics Director with Administrative tasks Includes updating Aquatics programming in the YMCA app Updates Sub Sheets for staff to utilize Helps to coordinate First Aid/CPR/AED classes for staff The Aquatics Coordinator also works with the Aquatics Director and Associate Aquatics Director to help expand programming. Maintains all current YMCA-required trainings, including Red Cross Lifeguarding, CPR/First Aid/AED and Bloodborne Pathogen Certification, Youth Protection, and Workplace Discrimination & Harassment Prevention, (within 90 days of hire date). Other duties as assigned.
At least 1-½ years of administrative support experience Previous Aquatics Center training or experience (E.g., as a lifeguard, swim instructor, swim lesson coordinator, etc.) Intermediate level proficiency with Microsoft Applications including Word, Excel, Share Point, and OneDrive Experience with general office equipment such as copier, scanner, 10-key, and filing systems
Certified Lifeguard Certified Swim Lesson Instructor Previous experience working at a YMCA Previous experience coordinating swim lessons Previous experience instructing swim lessons Able to speak proficient conversational Spanish Professional Competencies Ability to relate effectively to diverse groups of people from all social and economic segments of the community. The demonstrated ability to communicate effectively and possess excellent interpersonal skills. Work Environment & Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device. The employee frequently is required to sit and reach, and must be able to move around the work environment. Have the ability to lift or move up to 40 pounds and occasionally lift or move a higher amount. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust. The noise level in the work environment is usually moderate to high. Sufficient strength, agility and mobility to perform essential functions of position and to supervise program activities. Hear noises and distress signals in the aquatic environment, including in the water and anywhere around the zone of responsibility. Remain alert with no lapses of consciousness. Frequently works in water. Employee Benefits & Discounts Jobs| Eugene Family YMCA (eugeneymca.org) The Eugene Family YMCA is an Equal Employment Opportunity Employer. The Eugene Family YMCA is committed to creating an environment of mutual recognition where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. The Y believes that diversity, inclusion, and a sense of purpose and belonging in the workplace are critical to the achievement of our mission. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool. If you need assistance or an accommodation due to a disability, you may complete the ADA Accommodation Request Form; or contact us at hr@eugeneymca.org or 541-686-9622. The Y: We're for youth development, healthy living, and social responsibility. Qualifications
Candidates must have at least 1.5 years of administrative support experience and previous training or experience in an aquatics center. Proficiency in Microsoft Office applications and the ability to obtain necessary safety certifications within 90 days of hire are required.
Market context
In Oregon, administrative assistant roles in aquatics settings are typically tied to recreation, community, and facility operations, so demand often follows staffing needs at pools, swim programs, and public or private centers. Competition can be strong because employers look for both office skills and familiarity with aquatics operations, plus the ability to earn required safety certifications quickly. Review the AI-summarized job requirements and benefits here to save research time, then confirm your Microsoft Office experience and aquatics background before applying.