Part-Time Swim Club Administrator

Position Title: Part-Time Swim Club Administrator

Club: Mid-Michigan Aquatics Hurricanes (MMA)

Location: Dewitt, Okemos, and/or Holt Michigan

Reports To:  Board of Directors

MMA is a year-round USA Swimming–affiliated competitive swim team providing high-quality professional coaching and technique instruction for swimmers of all ages and abilities. Recognized as a 2019 Bronze Medal Club in USA Swimming’s Club Excellence Program, MMA is a non-profit organization governed by a Board of Directors. We serve approximately 250 swimmers, ages 6 to 20, across three training locations.

Position Summary

The Part-Time Club Administrator for Mid-Michigan Aquatics (DeWitt, MI) provides administrative and operational support to ensure the efficient day-to-day management of the swim club. This position serves as a key liaison between coaches, families, athletes, vendors, and the business office while supporting team operations, financial administration, travel coordination, website management, and USA Swimming compliance.

Key Responsibilities

Financial Administration

• Work with Treasurer to:

  • Ensure meet entry fees and other club-related expenses are paid accurately and on time.

  • Obtain certificates of insurance for meets and events when required.

  • Reconcile and process all club invoices in coordination with the business office.

  • Monitor accounts receivable and follow up on outstanding invoices and payments.

  • Payroll set-up and processing.

• Work with Head Coach and Treasurer to:

  • Bill families for monthly dues, meet fees, travel expenses, equipment purchases, and other applicable charges.

Payroll & Administrative Support

• Order and maintain office supplies and equipment as requested by the coaching staff.

• Provide general administrative support to coaches and assist with the daily operations of the club.

Membership & Team Management

• Maintain proficiency in TeamUnify, including:

  • Athlete registrations

  • Meet setup

  • Meet entries

  • Member account management

• Ensure all coach certifications, background checks, and required USA Swimming credentials remain current and compliant.

Travel Coordination

• Assist Head Coach and Treasurer with planning and coordinating team travel by:

  • Booking airline reservations

  • Securing hotel accommodations

  • Arranging rental vehicles

  • Preparing and distributing coach per diem payments

Communications & Website Management

• Work with Head Coach to

  • Update and maintain the club website with current schedules, meet information, announcements, and team communications.

  • Support communication between coaches, families, and athletes regarding club activities and events.

  • Update and maintain club social media accounts.

Meet & Event Support

• Assist coaches with the day-to-day administration of the swim program.

• Support middle school team coaches in the organization and operation of school swimming and diving meets.

• Assist with the planning, organization, logistics, and administrative coordination of club-hosted swim meets and special events.

Qualifications & Skills

• Strong accounting and financial recordkeeping skills.

• Strong organizational skills with exceptional attention to detail.

• Excellent customer service and interpersonal communication skills.

• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

• Proficiency with Microsoft Office and Google Workspace.

• Working knowledge of TeamUnify, including athlete registration, meet setup, and meet entries.

• Experience using Hy-Tek Meet Manager and Hy-Tek Team Manager.

• Knowledge of USA Swimming registration requirements and coach credential compliance preferred.

• Historical knowledge and understanding of the sports of competitive swimming and diving.

• Ability to work independently while collaborating effectively with coaches, families, volunteers, and the business office.

• Punctual, dependable, and professional in all aspects of the position.

• Previous administrative, bookkeeping, or sports organization experience is preferred.

Schedule

• Part-time position, 15-30 hours/week 

• Pay Rate: $20/hour

• Hours may vary based on the competitive season, meet schedules, and team travel requirements.

• Occasional evening and weekend availability is required to support swim meets and club events.

Reports To

• Mid-Michigan Aquatics Board of Directors

How to Apply

Please submit: Cover Letter, Resume/CV, and Three Professional References to midmichiganaquatics.board@gmail.com