Sep 12, 2019

Administrative Assistant- Illinois Swimming

  • Illinois Swimming
  • 1400 East Touhy Avenue, Suite 410, Des Plaines, IL, USA
Full time Other

Job Description

ILLINOIS SWIMMING, INC. (“ISI”)

Job Description

 

POSITION:                    ADMINISTRATIVE ASSISTANT

 

REPORTS TO:                Board of Directors and under supervision of the Administrative Director

 

VISION OF ISI:              To inspire excellence through innovation and leadership.

 

MISSION OF ISI:           To offer our members programs which promote swimming and                                                     achieve excellence through education, innovation and                                                          commitment to leadership.

 

ABOUT ILLINOIS SWIMMING:

 

Illinois Swimming, INC.  is a nonprofit organization and Local Swimming Committee (LSC) of USA Swimming and a member of the USA Swimming Central Zone.  Our membership of approximately 20,000 athletes, coaches, officials and volunteers are involved with competitive swimming for youth in Illinois.  Illinois Swimming maintains a permanent office located at 1400 E. Touhy, Des Plaines, IL 60018. 

 

OFFICE ASSISTANT ROLE:                                 

Illinois Swimming, INC. is small but growing and needs a reliable, organized Office Assistant to manage the day to day administrative aspects of running the LSC.  The successful applicant will have a positive attitude, a desire to work as efficiently as possible, and excellent communication skills.  If you have worked in a fast paced office in the past and you enjoy establishing your own organizational systems, we are excited to talk with you.  This job may include evening as well as some weekend work.  We are looking for someone who can operate effectively with little or no supervision and who manage multiple tasks at once without being overwhelmed.

 

OFFICE ASSISTANT RESPONSIBILITIES:

DAILY GENERAL OFFICE DUTIES:

  • Open office
  • Check all voice mails and return calls
  • Check all emails and respond
  • Open all mail
    • Separate mail
    • Distribute mail for registration processing, general office business, or to forward to specific board or committee members

 

REGISTRATION / MEMBERSHIP DUTIES:

  • Sort by club and alphabetize all registrations received
  • Enter information into National Registration Database either through electronic files or by hand
  • Print and laminate all non-athlete membership cards and mail to each specific member
  • Update and process all club charter information received
  • Maintain filing system for all registration information.
  • Assist in preparing August mailing of registration materials for each chartered club.
  • Provide information and assistance to new and renewing individual non-athlete members and clubs
  • Maintain Registration numbers
  • Officials Clinic registrations and distribution of supplies for instructors

 

SANCTIONING DUTIES:

  • Generate an athlete registration file and run a pre meet recon report to check for any registration exceptions.
  • Email a master copy of all exceptions to the host club.
  • Email each club their own team exceptions and alert them to registrations that are due prior to the start of the meet.
  • Update and record any changes in Coaching Safety Certifications received.
  • Send a pre meet session report to the Vice Chair Program Ops for review
  • Sanction all competition requests and add them to the Officials Tracking System through the USA Swimming website for Referees to record Official’s participation.
  • Assist the Administrative Director in areas of developing sanctioning procedures and instructions.

 

MISCELLANEOUS DUTIES:

  • Assist in answering all phone calls and emails
  • Assist in coordinating and disseminating information to Board Members for all meetings
  • Assist the Officials Committee in distribution of clinic information through Constant Contact
  • Inventory all supplies for Officials Clinics
  • Supervise all mass mailings to Illinois Swimming members and clubs, ie Rulebooks
  • Update Officials Training status and clinic attendance in the Officials Tracking System through the USA Swimming website
  • Assist with special event projects

 

General Characteristics

Maintain necessary levels of certification with USA Swimming.

Extend hospitality to all guests and members of ISI and USA Swimming.

Partner with elected and non-elected volunteer board members and work in a collaborative manner with other staff, committees, task forces and volunteers to plan special events.

Follow the policies, practices and procedures of ISI and USA Swimming.

Communicate in a timely and effective manner, using appropriate methods.

Book Keeping skills and data entry.

Remain current on the use of technology to advance the sport.

 

OFFICE ASSISTANT REQUIREMENTS AND QUALIFICATIONS:

 

  • USA Swimming Non-Athlete Member in good standing (or successful registration prior to employment, including background check approval and completing Athlete Protection training) required, including substance screening.
  • Bachelor’s Degree preferred.
  • Knowledge of USA Swimming and competitive swimming preferred. .
  • Demonstrates exceptional verbal and written skills to effectively communicate with athletes, coaches, volunteers, staff and other members.  Recognized ability to develop positive professional relationships within an organization and with external contacts.  Works well in a collaborative team environment.
  • Computer skills required including proficiency in Word, Excel, PowerPoint and electronic mail. Utilization of Team Unify, QuickBooks and Social Media preferred.
  • Ability to travel locally, regionally and nationally, as necessary. Willing to work evenings and weekends when needs dictate.
  • Professional and Personal References required.

 

OFFICE ASSISTANT COMPENSATION:

Compensation will be in a range commensurate with experience and record of successful achievement. 

APPLICATION:

Interested candidates should direct their resume to ISI’s Personnel Committee at Jeff@cats-aquatics.com


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