Job Details

Position Title: Sports Facilities Event Coordinator

Compensation: $43,888.00

Department: Sports Facilities Management_A (Anna Arison

About this opportunity:

Ball State University is seeking a customer-service-oriented, detail-oriented, and highly motivated individual to join our team. The ideal candidate will possess strong problem-solving skills and a proactive approach to operational challenges.

This is a full-time opportunity that comes with an exceptional benefits package, including generous paid time off, 10 paid holidays, University-funded retirement programs, medical and prescription plans, dental, flexible spending and health savings accounts, tuition discounts, and much more! Come be a vital part of our team and community.

What you'll do and what you'll bring:

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.

Minimum Qualifications:

• Bachelor's degree from an accredited institution in sports management, management, or related field or an equivalent combination of education, credentials, certification and experience.
• Ability to work flexible hours, including evenings, weekends, and holidays.
• Over one year of special events coordination, sports management, or related experience; must possess and maintain a valid driver’s license and be insurable under the university’s auto fleet policy; personal computer and software proficiency.

Preferred Qualifications:

• Master’s degree from an accredited institution in recreation administration, sport administration, or related field.
• Proficiency with scheduling/event management software.
• Additional years of professional experience in college or university event management.