BLAST Swim Team Administrative Director

BLAST Swim Team Administrative Director

Position Summary

The Competitive Swim Team Administrative Director is responsible for managing the daily operations of the team, serving as the key liaison between swimmers, parents, coaches, and facility staff. This role works closely with the Head Coach to ensure smooth administrative operations, effective communication, financial stability, and compliance with organizational and governing body standards. The Administrative Director plays a central role in fostering a positive, supportive environment that enables both coaches and athletes to thrive.

Key Responsibilities

Administration & Operations

· Maintain membership databases and team records.

· Manage team registration and respond to membership inquiries.

· Support the Head Coach with pool usage, lane allocations, and facility scheduling.

· Assist with policy development and ensure consistent administrative practices.

· Assist with marketing, team exposure and overall profile of the team increasing swimmer retention and building athlete numbers.

Communication

· Serve as the primary contact for swimmers, families, and staff.

· Disseminate information about practices, meets, and events via email, newsletters, team website, and messaging platforms.

· Ensure families receive timely and accurate updates on all team activities.

Event & Meet Coordination

· Organize and manage logistics for team-hosted and attended swim meets.

· Oversee meet entries and registrations in coordination with coaching staff.

· Coordinate staffing, volunteers, and facility needs for meets and events.

Financial Management

· Develop and manage the annual team budget.

· Monitor expenses to ensure adherence to budgetary guidelines.

· Coordinate team fundraising activities and track financial contributions.

Staff Support

· Collaborate with coaching staff to assist with administrative needs.

· Ensure all staff and volunteers are aware of safety and compliance policies.

Safety & Compliance

· Ensure all practices, meets, and team activities follow organizational and USA Swimming safety standards.

· Oversee compliance with governing body policies, including Safe Sport requirements.

· Maintain required certifications, forms, and records for team operations.

Required Skills & Qualifications

· **Communication Skills:** Excellent written and verbal communication, with strong customer service abilities.

· **Organizational Skills:** Highly detail-oriented with the ability to manage multiple projects, schedules, and deadlines.

· **Technical Proficiency:** Proficient in swim team management software and general office systems (Microsoft Office, Google Workspace, etc.).

· **Leadership & Collaboration:** Able to work effectively with coaches, staff, the board of directors, and parent volunteers.

· **Experience:** Background in competitive swimming administration, YMCA or USA Swimming programs strongly preferred.

Ideal Candidate Qualities

· **Strong Leadership:** Fosters a supportive, positive environment for swimmers, families, and staff.

· **Customer-Focused Mindset:** Dedicated to providing excellent service to team members and families.

· **Problem-Solving Abilities:** Skilled in handling challenges in a fast-paced, dynamic aquatic environment.

· **Maturity & Stability:** Demonstrates professionalism, discretion, and consistent judgment in all responsibilities.