Sports Facilities Event Coordinator
Position Function:
Event Planning & Coordination
- Coordinate scheduling and execution of athletic competitions, student organizations, club sports, camps, and special events.
- Provide direct on-site management for all facility-related events.
- Supervise all event operations, coordinate staffing and associated duties.
- Collaborate with Ball State Athletics, Campus Recreation, student organizations, and Burris to align event logistics.
- Manage the communication process between University Academic Departments, Athletic, Recreation Services, and Conference Services in relation to events; coordinate event management and communication process between Sports Facilities Shared space.
- Develop detailed event timelines, staffing plans, and operational checklists.
- Coordinate catering services, room requirements, and set up for a variety of social functions, including dinners, luncheons, meetings, seminars, student organizations, and internal departments.
Facility Operations
- Prepare and oversee the setup of university facilities, including courts, fields, locker rooms, and spectator areas for events.
- Ensure compliance with university policies and safety standards.
- Monitor facility usage and resolve scheduling conflicts using facility management systems.
- Hire, train, and supervise temporary event staff, student leads, and student employees.
Client & Campus Relations
- Serve as the primary contact for internal departments, student organizations, Burris, and Athletics.
- Provide excellent customer service to coaches, athletes, staff, and visitors.
- Coordinate with vendors, officials, and campus partners (e.g., dining, public safety, IT).
Event Execution
- Supervise on-site operations during events to ensure smooth execution.
- Troubleshoot issues quickly, including weather changes, equipment needs, or staffing gaps.
- Manage event staff, including student employees.
Administrative & Compliance Duties
- Maintain accurate schedules and event documentation.
- Complete post-event evaluations and reports for continuous improvement.
- Process daily payroll, attendance records, and keep personnel files up to date for event staff employees.
- Creating billing for events for Athletics, student organizations, and internal departments.
- Provide customer services for events.
- Perform other related duties as assigned.
Find Your Best Opportunity
Tell them AcademicJobs.com sent you!
