Administrative Assistant and Registrar

Potomac Valley Swimming, the governing body for year-round competitive swimming in the National Capital area, is seeking a full time Administrative Assistant to manage our business office and a part-time Registrar to take responsibility for registering over 7000 participants each year.

The Administrative Assistant will be the manager of the association's business office and will be responsible for a wide range of business activities as well as tasks that are specific to competitive swimming. The Registrar will be responsible for the registration of all participating athletes (6000+) and non-athletes (coaches and officials) and ensuring that the proper fees have been received. While a background in competitive swimming is not required for either position, an interest in competitive sports and a familiarity with competitive swimming would be helpful.

Administrative Assistant

The Administrative Assistant is the association's day-to-day business manager and is expected to maintain the PVS financial records and to prepare periodic reports that reconcile registrations, meet fees and meet expenses, as well as other association expenses. Other tasks include serving as secretary to the Board of Directors, assisting the volunteer Board members in performing their responsibilities, participating in official functions and activities, maintaining contact with our headquarters -- United States Swimming, coordinating communications among our member clubs and key volunteers, and many other diverse activities of the association -- some of which only occur on an annual basis.

Candidates for the Administrative Assistant position should have substantial administrative experience in a business or non-profit office. Necessary skills encompass basic computer literacy including Word, spreadsheets, bookkeeping, email and preparing items in .html format. Much of the work is performed in an individual setting and by phone / email, so applicants should be highly confident self-starters who are motivated by the concept of providing superior service and who take pride in performing their tasks in the best manner possible - similar to the incentives that drive our competitive swimmers.


The part-time (12 - 20 hours per week) Registrar receives and processes all registration applications from PVS members. Processing includes entry into a database, issuing a membership card, accounting for fees and maintaining rosters by club affiliation. After fees are received and deposited, financial records are turned over to the Administrative Assistant for accounting. In addition, the Registrar is responsible for meet entry reconciliation, the process of assuring that all meet entries are qualified to swim. The Registrar may also assist the Administrative Assistant as workload requirements warrant.

The Registrar's position requires an individual who is highly organized and is very attentive to detail. Accuracy is important and reconciliation of registrations, fees and club rosters is essential. Computer skills necessary to work with customized registration and related software is needed, including software unique to competitive swimming. While the workload can vary considerably from week to week, it is important to process registrations within a few days of receipt. Pre-meet reconciliation will need to occur at a specific time just prior to scheduled meets. Registration activity occurs primarily in the fall. Meet reconciliation occurs from October to early April and on a more limited basis from May thru July.

There is flexibility in hiring arrangements for both positions and both contractors and individual applicants will be considered. Both positions are open immediately and must be filled before the swimming year begins in September. PVS's office hours are weekdays 8:30 - 4:30 or 9 - 5. Interested applicants should respond to job@pvswim.org or send to 5843 Aspen Wood Court, McLean VA 22101. Applications are still being accepted. .

Potential applicants are invited to visit our website, www.pvswim.org to learn more about Potomac Valley Swimming.