Sport Facilities and Event Coordinator

Position Overview

The Sport Facilities and Event Coordinator supports the daily operation, scheduling, readiness, and event use of DKU sport facilities. This position coordinates facility preparation, sport event logistics, equipment and storage systems, vendor support, operational documentation, and communication with internal and external stakeholders. This role is a coordinator-level position focused on operational execution and coordination.

Reports to

Associate Athletics Director for Sport Operations

Essential Duties

Sport facility operations

• Coordinate the daily readiness, scheduling, setup, use, and follow-up of indoor and outdoor sport facilities.
• Support facility access, space preparation, equipment readiness, storage organization, maintenance reporting, user communication, and operational checklists.
• Coordinate with Athletics staff, university Operations, IT, and other offices to ensure sport facilities are safe, clean, functional, and prepared for scheduled use.
• Ensure implementation of operational SOPs including, but not limited to facility maintenance, daily operational policies, game operations, sport equipment management, and recommend improvements.
• Research all relevant compliance standards and ensure all policies and procedures meet the highest standards of operations.
• Be familiar with latest trends in sport facilities management and operations, including latest technologies and fitness related equipment.

Sport event operations

• Coordinate logistics for the home athletic events, PE classes, intramurals & recreation, club sports, and all internal and external hosted events. This includes schedule, setup, execution, supervision, and breakdown of each event.
• Support event scheduling, setup, equipment, signage, registration, vendor coordination, safety support, teardown, and post-event follow-up.
• Prepare event checklists, run sheets, staffing plans, facility layouts, equipment lists, and communication materials as needed.

Equipment, storage, and operational systems

• Maintain equipment inventory, storage systems, checkout procedures, setup standards, and operational records related to sport facilities and events.
• Track equipment condition, repair needs, replacement needs, and recurring operational issues.
• Support purchasing requests, vendor quotations, and resource planning related to facility and event operations.

Essential Duties Cont.

Vendor, student worker, and event support coordination

• Hire, train, and supervise full-time and part-time employees and student workers for their respective roles, ensuring all areas are supervised by qualified staff.
• Coordinate operational support from vendors, contractors, student workers, interns, part-time staff, and external event support personnel.
• Monitor vendor and event support performance and communicate issues or concerns to the Athletic Director or Assistant Athletic Director.

Safety, risk management and documentation.

• Ensure all risk assessments and safety protocols within the sports facilities are in place and updated on a regular basis.
• Support facility and event safety procedures, risk checks, incident reporting, emergency response procedures, and operational compliance documentation.
• Ensure that event and facility users follow relevant Athletics and university procedures.
• Maintain accurate records related to facility usage, event operations, equipment, incidents, service issues, vendor support, and post-event review.

Communication and service coordination

• Maintain timely and professional communication with Athletics staff, coaches, instructors, students, vendors, university offices, and external event organizers.
• Support coordination across PE, varsity athletics, recreation, fitness, club sports, and external programming to ensure facility and event needs are addressed efficiently.
• Create performance tracking and assessment strategies and make data based recommendations for improvements to facility operations, event delivery, scheduling, equipment systems, safety procedures, and user experience.
• Other tasks as assigned.
• Work toward achieving assigned annual objectives and KPIs, demonstrating accountability for performance and results.
• University employees' job responsibilities will continue to expand in scope and depth as the University grows in size and complexity in its programs.

Required Qualifications

• Bachelor’s degree in sport management, recreation management, facility management, event management, physical education, business administration, or a related field.
• Minimum of two to three years of relevant experience in sport facility operations, event coordination, athletics operations, campus recreation, venue operations, or related fields.
• Practical knowledge of facility operations, event logistics, equipment management, safety procedures, and stakeholder coordination.
• Strong organizational, communication, problem-solving, and service skills.
• Professional working fluency in English.
• Ability to work evenings, weekends, and irregular hours as required by sport events and facility operations.

Preferred Qualifications

• Master’s degree in sport management, recreation management, facility management, event management, physical education, business administration, or a related field.
• Experience working in university athletics, campus recreation, sport complex operations, public assembly facilities, or multi-use sport facilities.
• Experience coordinating student workers, interns, part-time staff, external vendors, contractors, or event support teams.
• Experience supporting PE, varsity athletics, recreation, club sports, tournaments, or external events.
• Chinese language ability is preferred.

Education

• Bachelor’s degree in sport management, recreation management, facility management, event management, physical education, business administration, or a related field.

Years of Related Working Experience

• Minimum of two to three years of relevant experience in sport facility operations, event coordination, athletics operations, campus recreation, venue operations, or related fields.