Sports Facilities Event Coordinator

Position Title:

Compensation:

Department:

About this opportunity:

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 n recreation administration, sport administration, or related field.

• Proficiency with scheduling/event management software.

• Additional years of professional experience in college or university event management.

How to apply:

How to apply:

Must have a valid driver's license.

For inquiries, please contact:

Interim Director of Sports Facilities for Indoor Events, Maintenance, and Safety at ajarison@bsu.edu

Supporting Documents Upload Instructions:

Please follow upload instructions to attach all of the required supporting documents listed below.

Required Document:

1. Resume. Important: Do not use the Autofill feature when uploading your resume.

Optional Document (Recommended for Best Consideration):

2. Cover Letter detailing your qualifications for the position.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 24 vacation days, 12 sick days and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that shows you the value of our core benefits. Select the Total Compensation Calculator - Professional and download the spreadsheet. If you are applying for a 10-month position or one with Burris or Indiana Academy, please select the corresponding calculator.