Community Aquatics Program Administrator

About Asphalt Green 

Asphalt Green is a nonprofit organization that transforms lives and builds community through sports, fitness, and play for all. 

Each year, Asphalt Green serves thousands of New Yorkers through sports, aquatics, fitness, camps, and community programs that promote health, personal growth, and lifelong participation in physical activity. Across three campuses and numerous community partnerships, Asphalt Green is committed to providing high-quality programs that are inclusive, accessible, and rooted in excellence. 

Asphalt Green believes that access to movement, sport, and wellness can change lives. Our work helps young people develop confidence, resilience, leadership skills, and healthy habits that extend far beyond the playing field. 

About the Role 

The Community Aquatics Program Administrator provides high-volume administrative support for Asphalt Green’s Community Aquatics Programs, including Wave Makers NYC and Waterproofing. Reporting to the Community Aquatics Program Administration Manager, this position is responsible for executing the day-to-day administrative activities that keep programs organized, participants enrolled, schools and families informed, data accurate, and program deliverables on schedule. 

Working across a growing portfolio of Community Aquatics programs, locations, and partnerships, the Administrator serves as an important point of coordination between schools, participants, families, program supervisors, and internal departments. The role requires exceptional organization, communication, attention to detail, responsiveness, and follow-through, with the ability to manage a high volume of recurring responsibilities and time-sensitive assignments simultaneously. 

Why This Role Matters 

Working across a growing portfolio of Community Aquatics programs, locations, and partnerships, the Administrator serves as an important point of coordination between schools, participants, families, program supervisors, and internal departments. The role requires exceptional organization, communication, attention to detail, responsiveness, and follow-through, with the ability to manage a high volume of recurring responsibilities and time-sensitive assignments simultaneously. 

What You’ll Do 

Program Operations & Scheduling

• Execute the day-to-day administration of Community Aquatics Programs, including Wave Makers NYC, Waterproofing, and emerging initiatives, in alignment with established processes, timelines, and program requirements. 

• Create and maintain Community Aquatics programs, classes, registration capacities, enrollment parameters, and related program information within Salesforce and other applicable registration systems, ensuring programs are accurately configured and ready for registration and implementation. 

• Develop, maintain, and update program schedules within the framework established by Community Aquatics leadership, coordinating school participation, facility capacity, the New York City Public Schools calendar, and other operational requirements. 

• Coordinate school onboarding, program logistics, documentation, and day-to-day administrative needs with partner schools, aquatic facilities, program supervisors, and internal departments. 

• Maintain program calendars, trackers, shared files, and administrative systems; track outstanding requirements and conduct timely follow-up to ensure deadlines and deliverables are met. 

• Support the administrative setup and launch of new Community Aquatics programs, locations, and partnerships, including required scheduling, documentation, communications, data setup, and coordination as assigned. 

• Support ongoing school recruitment and outreach by maintaining prospect and contact records, distributing program information, tracking outreach and responses, conducting assigned follow-up, scheduling meetings, and maintaining accurate status information throughout the recruitment pipeline. 

School, Participant & Family Administration

• Serve as a primary administrative contact for Community Aquatics school partners, participants, and families, providing responsive and professional support throughout each program cycle. 

• Prepare, distribute, track, execute, and maintain Letters of Agreement (LOAs) and other required documentation for participating schools. 

• Own the day-to-day administration of participant registration and enrollment for Community Aquatics Programs, including registrations, enrollment changes, waitlists, participant records, and available capacity. 

• Execute ongoing communications with current and prospective school partners, including program information, scheduling, onboarding requirements, follow-up, reminders, and other routine correspondence, while supporting recruitment priorities established by the Community Aquatics Program Administration Manager. 

• Coordinate participant onboarding and routine communications, including schedules, registration materials, newsletters, reminders, surveys, program updates, and time-sensitive notifications. 

• Monitor program communication channels, resolve routine inquiries and administrative issues, and promptly escalate matters requiring management attention. 

Data, Reporting & Grant Support

• Maintain accurate school participation, school attendance, participant enrollment, participant attendance, and operational data within Salesforce and other organizational systems. 

• Administer program surveys and track established program metrics, compiling data, program highlights, survey results, and supporting information for mid-year, year-end, grant, impact, and other organizational reports. 

• Support grant administration and reporting through program setup, participant tracking, data collection, surveys, documentation, and preparation of required information. 

• Collect, validate, organize, and maintain data and documentation needed to support FOIL requests, program publications, grant requirements, and other approved organizational data needs. 

• Maintain organized electronic program records and supporting documentation. 

• Coordinate requests from Data, Marketing, Development, and other internal departments by gathering program information, data, participant stories, materials, and supporting documentation and ensuring requested deliverables are completed within established timelines. 

Purchasing, Invoices & Inventory

• Review assigned invoices for accuracy and completeness and submit them for payment in accordance with organizational procedures. 

• Coordinate purchasing requests and orders for program supplies, equipment, apparel, and materials. 

• Maintain inventory records and coordinate the distribution of equipment, supplies, and materials across Community Aquatics programs and locations. 

Cross-Functional & Department Support

• Collaborate with Community Aquatics staff across programs and locations to coordinate administrative needs and maintain alignment on schedules, deadlines, and deliverables. 

• Serve as an administrative throughline across Community Aquatics programs, locations, supervisors, and internal departments, helping ensure information, requests, deadlines, and deliverables remain aligned. 

• Provide administrative and project support for program launches, special initiatives, and other Community Aquatics priorities as assigned. 

• Represent Asphalt Green professionally and contribute to a collaborative, inclusive, and service-focused work environment. 

What Success Looks Like

• Program schedules, registrations, school agreements, communications, records, and other administrative deliverables are accurate, timely, organized, and consistently completed within established deadlines. 

• Salesforce programs, registrations, rosters, attendance records, and other program data are accurately established and maintained, providing reliable information for program operations, reporting, and organizational use. 

• Schools, participants, and families receive clear, timely, and professional communication, with routine questions and administrative needs addressed efficiently and issues escalated appropriately. 

• Program data, survey results, attendance records, and supporting documentation are complete, organized, and readily available to support management reporting, grant requirements, public information requests, and other organizational needs. 

• Program supervisors, locations, and cross-functional departments receive consistent administrative support and follow-through, helping shared responsibilities, requests, and deliverables remain aligned and on schedule. 

• New programs, locations, partnerships, and expansion initiatives receive responsive, hands-on administrative support, with the Administrator prepared to shift priorities and assist with scheduling, program setup, registration, communications, documentation, equipment, data, and other needs required for successful launch. 

Required Qualifications 

• Two or more years of relevant experience in program administration, coordination, operations, customer service, or a related field. 

• Exceptional organizational skills and strong attention to detail with demonstrated ability to maintain accurate records and complete administrative work consistently and on time. 

• Strong written, verbal, and interpersonal communication skills. 

• Demonstrated ability to collaborate effectively with colleagues across multiple departments, programs, locations, and levels of an organization. 

• Strong follow-through and the ability to track outstanding items from initiation through completion. 

• Proficiency with Microsoft Office, including Excel, Word, Outlook, and Teams. 

• Experience utilizing CRM, database, registration, or participant management systems; experience with Salesforce or a comparable CRM strongly preferred. 

• Ability to work effectively in a fast-paced environment where schedules, priorities, and program needs may change quickly. 

Preferred Qualifications 

• Bachelor’s degree or equivalent combination of education and relevant professional experience. 

• Experience supporting K–12 education, youth development, nonprofit, recreation, aquatics, or community-based programming. 

• Experience supporting high-volume participant registration or customer service operations. 

• Experience working with schools, families, or community partners. 

• Experience supporting data collection, grant reporting, surveys, or organizational reporting. 

• Experience coordinating administrative activities across multiple programs, facilities, or locations. 

Schedule and Work Environment 

This role is based at Upper East Side and requires the schedule and availability described in the Job Overview above.