Swim Meets Manager

How you Will Power our Purpose (Job Summary)

The Swim Meets Manager at the Greater Austin YMCA plays a pivotal role in organizing and executing swimming meets, ensuring a seamless experience for athletes, coaches, officials, and volunteers. This position involves close collaboration with YMCA staff, South Texas Swimming, and various stakeholders to plan, coordinate, and oversee swim meets while adhering to the highest standards of safety, compliance, and professionalism.

How You Will Make an Impact (Essential Functions)

• Coordinates with YMCA staff to identify potential meet dates for the upcoming season based on facility availability.

• Coordinates with the South Texas Swimming schedule and YMCA coaching staff to identify meet dates that complement the YMCA's seasonal training plan and avoid conflicts with meets planned by other meet hosts, as much as possible.

• Prepares the meet information with input, feedback, and review from the YMCA coaching staff.

• Obtains the required officials for the meet sanction and ensures that their certifications are current as of the meet date(s).

• Prepares the Meet Manager database and entry file.

• Submits the meet for sanctioning.

• With feedback from the YMCA coaching staff, invites teams to participate in the meet to ensure that the meet is the appropriate size for the facility and maximizes potential revenue.

• Acts as the meet's primary contact, and when requested, acts as the meet's entry chair and USAS meet official (Meet Referee, Admin Referee, Deck Referee, Starter, Chief Judge, or Stroke & Turn Judge).

• When serving as the Meet Referee, contacts ST officials to ask for assistance at the meet and communicates with all meet officials prior to the meet to provide information about the meet.

• Coordinates with YMCA coaches and swim team parents to sign up YMCA parents to work in volunteer positions, including timers, console operators, meet setup and teardown, hospitality and/or concessions, meet marshals, parking lot attendants, and other positions as needed.

• Makes sure that all meet supplies are available for the meet, including stopwatches, clipboards, paper, award labels and ribbons (if applicable), pens, lap counters for distance events, final lap bell for distance events, relay cards (if applicable), documents required by officials (counter sheets, relay take-off slips, DQ slips, etc.), chairs, tables, timing equipment, computer, and printer.

• Coordinates with YMCA coaches and facility staff to ensure that all USAS Safe Sport requirements and accommodations for athletes with disabilities are met.

• Coordinates with YMCA facility staff to ensure that lifeguards are scheduled during warmups and during the meet, facility staff is scheduled as necessary, YMCA members are notified in advance about facility closures, and appropriate signage is posted about facility closures.

• Submits the meet for registration recon and follows up with teams with swimmer registration errors.

• Communicates with teams attending the meet to provide meet recons, psych sheets, timelines, heat sheets, warmup assignments, timer assignments, seating assignments (when necessary), safety rules, and pre-meet information about arrival times, parking plans, on-deck traffic flow, concessions (when provided), and participation in the meet.

• Ensures that all equipment and the timing system are in working order and comply with USAS rules for competition.

• Manages the meet to ensure that all USAS rules and YMCA facility rules are followed.

• Documents any accidents or incidents at the meet and files the required Report of Occurrence, Safe Sport report, or other incident report, as necessary.

• Assists with meet setup and teardown.

• Sends meet results to entering teams.

• Submits the final meet database to the SWIMS user for upload to the times database.

• When serving as the Meet Referee, prepares the Meet Referee's report and adds sessions for officials to the Officials Tracking System (OTS).

• Addresses any post-meet questions or issues, such as incorrect and missing times, and resolves with the appropriate ST personnel.

• Provides clinics for new officials and clinics for current officials wishing to advance to new positions.

• Acts as a point of contact for officiating and training needs.

• Completes other duties as assigned.

What You Bring to the Community Enterprise

• Competitive swimming background.

• Athletics coaching experience, preferably in swimming.

• Current USA Swimming Coaching certification.

• At least three (3) years of professional management and/or leadership experience in an aquatic setting.

• At least two (2) years of managing swim team and/or other aquatics programs.

• Current YMCA Lifeguard certification. American Red Cross certification is acceptable with the YMCA crossover course.

• Current First Aid, CPR/AED, and Emergency Oxygen certifications. CPO certification is a plus.

• Commitment to Safe Sports practices.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, talk and occasionally lift and/or move items including equipment and children. Must be able to remain alert, sit or stand for extended periods of time, hear noises and distinguish distress signals, scan all areas of the pool with clear vision, perform all physical tasks related to instructing and observing participants in proper stroke techniques, communicate verbally, including projecting voice across distance in normal and loud situations. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.