Administrative Director

PAY RATE: $20-$23/hr

Summary Statement

Under limited supervision, the Administrative Manager oversees all activities occurring on site relating to the day-to-day operations of swim programs and services at Premier Swim Academy – Diamond Bar. Responsibilities include but are not limited to building safety, customer service, front deck, retail, staff scheduling, facility scheduling and more. The Administrative Manager is ultimately responsible for ensuring that our swim school operation is operating at peak performance levels to support the swim lesson program and its needs.

Essential Duties and Responsibilities

This is a generalized job description. It defines the general character and scope of responsibilities. It is not intended to describe and does not necessarily list every duty for a given position.

1. Oversees operation of the PSA location ensuring a safe and properly maintained environment both inside and outside the pool area including the pump room and outside the building.

2. Oversees administrative employees, as well as assistance in supervising learn-to-swim staff, including their work allocation, training, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.

3. Demonstrates commitment to customers and staff through professional presentation of self, initiative, enthusiasm, personal attention, follow through, detail orientation, and flexibility.

4. Comprehensive knowledge and understanding of programs, systems, skills, progress reports, lesson techniques, regulations, and procedures.

5. Greets swimmers, parents, and staff warmly; develops positive relationships creating raving fans and loyalty.

6. Continuously educates customers and staff on company information including new and existing programs and policies.

7. Swiftly and effectively resolves problems or disputes involving customers, employees, and/or vendors by clarifying issues; researching answers and/or alternative solutions; implements solutions in a timely manner with good results; refers unresolved problems to the ownership.

8. Assists in oversight of the check-in area, retail area, vending areas, pool deck, staff room and showers ensuring facilities are kept clean, organized, free of litter and safe. Communicates needs with maintenance staff in a timely manner.

9. Ensures arrangements have been made for broken and unsafe equipment or facility repairs.

10. Confirms location has adequate swim equipment, retail.

11. Comprehensive understanding of iClass to effectively manage classes and family accounts and assist PSA team members; escalates iClass or family account issues to PSA Systems when appropriate.

12. Develops class and staff schedules; works with Personnel Manager when new hires are needed & current staff departs.

13. Oversees admin staff training, confirming training schedules/plans are followed and all admin staff are equipped to successfully accomplish their roles.

14. Personally assists in training of on-site managerial staff.

15. Oversees staff schedules on each shift ensuring adequate breaks, subs, and coverage.

16. Creates, inputs, and manages staffing schedules including change of seasons, replacements and subbing assuring all admin shifts are staffed.

17. Works with General Manager to ensure proper onboarding, training and program coverage is maintained.

18. Reviews and manages staff wages including reviewing time clock reports per pay period, approving overtime.

19. Reviews pay scale and staff performance. Initiates conversation with General Manager regarding staff wages.

20. Learns continuously and moves steadily and consistently toward ‘expert status’ in specific job duties.

21. Always leads in a manner so that you have a second person capable of stepping into your position at a moment's notice.

22. At all times be aware that you are a “role model” to all customers, swimmers, and staff.

23. Adheres to all PSA policies and procedures and provides feedback on their soundness and effectiveness.

24. Assures all PSA staff maintains a high level of customer service and follows all company policies and procedures.

25. Meets weekly with General Manager and

26. Creates and maintains a relationship with General Manager that fosters teamwork, enthusiasm and exemplifies the PSA Core Values.

27. Communicates and mentors on-site managers regarding any issues or concerns relating to class management, time clock reports, retail, and employee training.

28. Reads and responds accordingly to daily site notes in a timely manner; follow up on any issues or concerns.

29. Attends staff meetings and training, as scheduled.

Qualifications:

Minimum

• Must be at least 21 years of age.

• Must have experience working in Customer Service

• Prior scheduling & administrative experience

• Candidates must be enthusiastic, outgoing, and have a willingness to learn.

• Reliable transportation

• Must have the ability to lift 50 lbs. and stand for 8 hours.

• Obtain an American Red Cross CPR Certification within 30 days of your original offer date.

Preferred

• Previous experience with people with disabilities and/or special needs

• Schedule management for staff of 25 people or greater

• Prior management experience

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.While performing the duties of this job, the employee is frequently required to sit, talk, hear, stand, walk, stoop and crouch. The employee is frequently required to use hands to feel, reach and type. The employee is also required, on occasion, to swim and demonstrate teaching skills.

The employee may occasionally lift and/or move equipment or a small or average size child up to 50 pounds. Specific vision abilities required by this job include close, distance, and peripheral vision and the ability to adjust focus.

ENVIRONMENTAL CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The environment includes normal office working conditions. The noise level in the work environment is moderate to loud. The environment also involves working in and around the pool which has a warm and humid atmosphere, and which requires following specified safety precautions.

RESPONSIBILITIES WITHIN CURRENT SYSTEMS

Admin:

• Oversight and supervision of all admin staff.

• Training of all admin staff

• Timely response to customers with unique questions or needs

iClass:

• Management of all iClass information and systems

• Setting up classes for new instructors that come in.

• Oversight of all billing and billing coordination

• Direct communication with new clients

• New staff enrollment in iClass.

• Training admin staff in all parts of iClass.

When I work:

• Schedule management

• Adding new employees into When I Work

• Making sure everyone’s availability is updated if they notify us of a change.

Rippling

• Getting all new hires set up through Rippling

• Payroll administration and approvals.

Miscellaneous:

• Assist on deck as needed.

• Helping at the front desk during busy hours.

• Weekly KPI’s

Our company is an at-will employer. This means that regardless of any provision, either you or the company may terminate the employment relationship at any time, for any reason, with or without cause for notice.

Our company is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis [“protected class”] including, but not limited to: race; color; religion; genetic information; national origin; sex; pregnancy, childbirth, or related medical conditions; age; disability; citizenship status; uniform service member status; or any other protected class under federal, state, or local law.