Athletics Operations and Event Coordinator

Macalester College • St. Paul, MN

3d • Onsite

About The Position

Macalester College Athletics is seeking a collaborative, organized, and service-oriented Athletics Operations and Event Coordinator to support the daily operations of a dynamic NCAA Division III athletics department. This position plays an integral role in supporting varsity, club, intramural, and recreational programs while helping advance departmental strategic priorities through operational coordination, event management, and cross-campus collaboration. The Athletics Operations and Event Coordinator serves as a key operational resource for the department and leads the management of athletic facility reservations and event operations for the Leonard Center and outdoor athletic spaces. This position also supports special events, championships, fundraising initiatives, and game day operations while helping create a positive and welcoming experience for student-athletes, campus partners, alumni, and external guests.

Requirements

• Bachelor’s degree.
• One to three years of related professional experience in athletics operations, event management, facility coordination, higher education, or a related field.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Strong attention to detail with the ability to manage multiple priorities in a fast-paced environment.
• Experience coordinating events, schedules, logistics, or operations.
• Proficiency with Microsoft Office Suite and general technology systems.
• Ability to work collaboratively with students, staff, faculty, alumni, and external constituents.
• Ability to work evenings and weekends as needed for athletic events and special programs.

Nice To Haves

• Experience working in collegiate athletics, recreation, event operations, or facility management.
• Familiarity with EMS or similar event management and scheduling systems.
• Experience supporting fundraising, championships, or special events.
• Knowledge of NCAA Division III athletics and student-athlete development.

Responsibilities

• Support the Director of Athletics and department leadership with day-to-day operations for varsity, club, intramural, and recreational programs.
• Assist with the implementation of departmental strategic priorities with an emphasis on operational efficiency and cross-campus coordination.
• Participate in weekly operations meetings with campus partners to support successful execution of athletic and non-athletic events.
• Provide operational support related to budget management, facilities planning, and departmental initiatives.
• Assist with administrative projects, reports, scheduling, and departmental communications.
• Serve as the primary point of contact for Leonard Center and outdoor athletic facility reservations from inquiry through event completion and invoicing.
• Manage the Leonard Center reservations inbox and ensure requests comply with College policies, scheduling procedures, and risk management standards.
• Coordinate event logistics including contracts, proof of insurance, staffing assignments, tours, diagrams, equipment needs, and event execution.
• Utilize EMS (Event Management System) to manage reservations, scheduling, and facility usage tracking.
• Collaborate with campus partners and the Event Operations Coordinator on events involving shared or non-athletic spaces.
• Coordinate rental concierge and event host coverage to ensure a high-quality client and guest experience.
• Generate accurate post-event invoices and assist with revenue tracking and reporting.
• Assist in planning and executing special events including fundraising tournaments, Hall of Fame events, recognition banquets, and promotional events.
• Support logistics and operations for postseason championships and hosted competitions.
• Assist with events that support departmental fundraising and advancement goals.
• Provide operational and logistical support for game day events across all sports.
• Assist with athletics compliance-related processes and administrative tracking.
• Support alumni engagement initiatives connected to athletics programming.
• Provide support to the Student-Athlete Advisory Committee (SAAC).
• Participate as an active member of the Athletics Department and campus community.
• Support departmental and institutional initiatives that advance equity, inclusion, and student success.
• Provide backup support to team members and complete other duties as assigned.

Benefits

• 10% employer contributions to the retirement plan.
• Outstanding vacation and sick time packages, plus an additional 10 holidays.
• Generous employer contribution to Health Savings Account.
• Tuition assistance which pays between 75% - 100% of eligible tuition for employee dependents at select institutions.
• Free primary care for most services through Nice Healthcare when enrolled in a Macalester health plan.
• Access to the athletics fitness facility, wellness coaching, and activities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level