Athletics Equipment and Game Day Operations Coordinator

Position Details

Position Information

Job Title

Athletics Equipment and Game Day Operations Coordinator

Department

Athletic Game Operations

Job Code

C65525

Job category

View Full Description

Position Details

Position Information

Job Title

Athletics Equipment and Game Day Operations Coordinator

Department

Athletic Game Operations

Job Code

C65525

Job category

Full Time Staff

Terms and Hours

Full Time Non-Exempt hourly; generally 40 hours per week and overtime will likely be required during certain work weeks based on operational needs.

Salary Range

Starting Hourly Wage $24.93; commensurate with experience

Job Summary

The Athletics Equipment and Game Day Operations Coordinator plays a vital role in ensuring athletic facilities and events operate efficiently, safely, and in alignment with departmental goals. This position oversees facility scheduling and daily operations, working closely with supervisors, academic staff, coaches, and University partners to maintain accurate calendars, optimize space usage, and deliver successful athletic events. Serving as lead game manager for assigned sports, the Coordinator ensures compliance with policies and processes while balancing both administrative responsibilities and performing physical operations. The role reports directly to the Assistant Athletic Director for Facilities and Game Day Operations.

Core Duties

Facilities Scheduling & Operations

• Oversee and implement policies and processes related to athletic facility scheduling to ensure accurate calendar and schedule usage for home teams, visiting teams, and external clients is implemented for daily practices and games.
• Collaborate effectively and maintain relationships with campus partners; including but not limited to academic staff to ensure proper scheduling around class schedules, University Events staff to ensure accurate scheduling needs are met for campus events held in athletics facilities, and coaching/team staff, home and visiting, to support in the facilitation of timely and effective practice and game schedules.
• Manage campus EMS scheduling system for Athletic Teams in coordination with University and Athletics Department colleagues.

Game Day & Event Lead

• Serve as lead game manager as assigned by supervisor for events held in athletic facilities. Coordinate the work of gameday operations staff, providing oversight and guidance for student employees, part time on call employees, game officials, security personnel, visiting team staff to meet successful game outcomes.
• Perform athletic event set-up, teardown, and facility space turnover as required to meet event timing and scheduling requirements. Tasks may include but are not limited to setting up basketball hoops, volleyball nets, soccer goal tents, staging, chairs and table setup, and overall space adjustments to meet event demands.
• Navigate across campus to manage and transport gameday equipment and other materials using university owned vehicles.
• Serve as a facility representative and primary point of contact for external events held within athletic facilities as needed.
• Troubleshoot and resolve issues by conducting critical analyses of assigned areas and programs. Apply technical and professional knowledge to identify, address, and prevent problems across multiple areas.
• Follow and implement University operational policies to ensure compliance and consistent application within assigned areas and programs.
• Enforce and enhance policies and processes to improve efficiencies, effectiveness, and communications. Contribute to the development and refinement of procedures.
• Perform event services for external partners, working in collaboration with the Assistant Athletic Director for Facilities & Gameday Operations to maintain and build relations with external entities such as but not limited to NBA G-League, MLS, NWSL, NCAA & OSAA. 
• Provide subject matter expertise and guidance to internal and external constituencies, as appropriate and assigned.
• Support in the supervision of student employees as assigned which may including hiring practices, expectation setting, mentoring and oversight of work assignments.
• Support in the collection and analysis of data to support decision-making and program evaluation related to gameday operations.
• Evaluate resource options and vendors to make recommendations to optimize facility and event operations when requested.

**Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.**

Education & Experience

• Required: Associates degree in relevant field.
• Required: Two years of relevant professional experience.
• Preferred: Bachelor’s degree in relevant area.
• Preferred: Experience working in collegiate athletics department.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• Required: Valid driver’s license.
• Required: CPR certification, first aid certification (or able to be certified within 30 days of hire).

Knowledge, Skills & Abilities

• Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, and process improvements; strong ability in following through with and completing projects.
• Ability to prioritize, multitask, and meet deadlines; excellent organizational skills and attention to detail.
• Excellent analytical and problem solving skills.
• Excellent verbal and written communication skills.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
• Excellent customer service and interpersonal skills (via phone or in person).
• Knowledge and skills related to budget management.
• Ability to anticipate problems and take necessary action to eliminate or mitigate them.
• Working knowledge of NCAA rules and regulations or ability to be trained therein.
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
  • All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Frequently: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 50 pounds.
• Frequently: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.
• Travel: ability to travel, mostly by car; ability to drive.

Working Conditions

• Hours of employment: will frequently require working flexible, irregular, and/or longer hours, including early mornings, evenings, nights, weekends, holidays, and overnight hours, when necessitated by projects or emergencies.
• Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.
• Environment: subject to outdoor weather conditions, including sun, wind, rain, and inclement weather; subject to heights, indoors and outdoors.
  

Work Standards

• Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.” The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.”

  • The full Mission Statement is at: www.up.edu/about/mission.
  • The full Statement of Inclusion is at:https://www.up.edu/disclosure....

• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.

• Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.

• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

| Posting Number | S327-2023 | | Number of Vacancies | 1 | | Estimated Start Date | | | Open Date | | | Close Date | | | Open Until Filled | No | | Special Instructions Summary | |

Required Documents

Required Documents 1. Resume 2. Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

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