Athletics Operations and Event Coordinator

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.

About the Department

Macalester College is a highly selective liberal arts college located in Saint Paul Minnesota with a nationally recognized commitment to academic excellence internationalism multiculturalism and civic engagement. The Athletics Department sponsors 21 NCAA Division III varsity sports and is committed to providing a transformational student-athlete experience grounded in competitive excellence holistic development and community.

The department oversees varsity athletics club sports intramural programming recreation and facility operations within the Leonard Center and surrounding outdoor facilities. Athletics staff work collaboratively across campus to foster an inclusive and engaging environment for students alumni fans and community partners.

Athletics Operations and Departmental Administration

• 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.

Event Operations Reservations and Revenue Generation

• 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.

Special Events Fundraising and Championships

• 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.

Game Day Operations Compliance and Student Engagement

• 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).

Other Responsibilities

• 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.

Required Qualifications

• Bachelors 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.

Preferred Qualifications

• 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.

Compensation

The annual wage for this position will be between $22.85 to $23.89 depending on experience.

Benefits

At Macalester we are proud to offer excellent comprehensive employee benefits. Here are some highlights:

• 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.

These are just some of the great benefits Macalester has to offer! To see our full benefits packages and options please visit our Benefits Page.

Satisfactory completion of a criminal background check is a condition of employment.

This position is represented by MAPE.

Application Guidelines:

For best consideration please submit your cover letter and resume through the Macalester Employment Opportunities webpage by May 19th 2026. No applications will be accepted after this date.

Jaclyn Howard

Talent Acquisition Manager

Founded in 1874 Macalester College provides students with the inspiration insight and experience to become successful and ethical leaders. Located in flourishing St. Paul Minnesota Macalester enrolls over 2000 students from across the country and around the world. Macalester is a preeminent liberal arts college recognized for its student service and celebration of internationalism.

At Macalester we look at our employees through a whole-person holistic lens. With comprehensive benefits and well-being programs we provide and enable our community members to grow and care for themselves their families and one another. Our whole-hearted fidelity to community-building and social justice exemplify these ideals. Macalester College continuously prioritizes a culturally diverse and pluralistic community. We value individuals of all backgrounds and lived experiences.

Our rich blend of people holding varied identities enhances our strong commitment to multiculturalism and global citizenship. We seek candidates who reflect and strengthen our campus environment. Macalester invites and encourages everyone to apply who would add depth to our community including those from all sexual orientations races ethnicities national origins genders religions abilities and ages.