Sports Facilities Event Coordinator

Ball State University•Muncie, IN

7d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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).
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.
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.

Benefits

Generous paid time off
10 paid holidays
University-funded retirement programs
Medical and prescription plans
Dental
Flexible spending accounts
Health savings accounts
Tuition discounts
Paid 24 vacation days
12 sick days
6 weeks paid parental leave
Affordable health and dental insurance
Robust long-term disability and life insurance plans
90 percent of your child's (or children's) undergraduate college tuition at Ball State
100 percent of your undergraduate degree tuition at Ball State
80 percent of your graduate tuition at Ball State