Sports Facilities Event Coordinator

Sports Facilities Event Coordinator

Compensation: $43,888.00

Department: Sports Facilities Management_A (Anna Arison)

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!

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.

• 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.

• 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.

At Ball State University, we understand the importance of balancing professional responsibilities with personal well‑being. We offer paid 24 vacation days, 12 sick days and 10 holidays a year. We also offer paid parental leave (6 weeks), affordable health and dental insurance, robust long‑term disability and life insurance plans, and a range of retirement benefits to provide financial security. We cover 90 percent of your child’s undergraduate tuition and 100 percent of your undergraduate degree tuition, and 80 percent of graduate tuition.

These benefits allow you to focus on your work and personal growth without worry.

Curious about our excellent benefits package? We have 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.