Athletic Facilities & Operations Coordinator [St. Gerard Education & Athletic Center]

Description

Employment Status Full-time

FLSA Status Non-exempt/Hourly

Reports To Executive Director

*Full-time, benefits may include Paid Holidays/Holy Days, 403b Retirement, Medical, Dental, Vision, Life Insurance, Employee Assistance Program, Short-term/Long-term Disability) *Benefits may vary based on employment status and location.

Position Summary

The Athletic Facilities & Operations Coordinator is responsible for the daily operation, scheduling, maintenance, and oversight of the St. Gerard Athletic Center and its athletic facilities. This position ensures that facilities are safe, clean, properly maintained, and ready for athletic events, school activities, rentals, and community programs.

The Coordinator serves as the primary point of contact for facility rentals and is responsible for coordinating with renters, verifying required documentation and insurance, preparing facilities for use, and ensuring that facility policies and procedures are followed.

This position requires flexibility to work evenings and weekends based on athletic schedules, facility rentals, tournaments, and special events.

 Key Responsibilities

1. Facility Rentals & Scheduling

• Coordinate and maintain the facility rental calendar for the athletic center, gymnasium, football/soccer fields, and other designated spaces.
• Serve as the primary contact for individuals, organizations, schools, teams, leagues, and community groups renting the facilities.
• Communicate rental expectations, facility rules, schedules, access procedures, and cleanup requirements to renters.
• Ensure all required rental documentation is completed prior to facility use.
• Verify that renters provide required certificates of insurance and other appropriate credentials/documentation.
• Confirm that rental payments and required fees are received according to established procedures.
• Coordinate facility access, including opening and securing facilities for evening and weekend rentals.
• Monitor facility use to ensure renters are utilizing the space appropriately and following St. Gerard policies.
• Maintain accurate records of rentals, contacts, documentation, and facility usage.

2. Athletic Facility Preparation & Maintenance

The Coordinator will ensure that athletic facilities are properly prepared and maintained for practices, games, tournaments, rentals, and other activities.

Outdoor Facilities:

• Maintain soccer and football fields in playable and presentable condition.
• Mow and maintain grass as needed.
• Mark and line athletic fields according to sport requirements.
• Inspect fields before games and practices for safety concerns.
• Maintain and monitor goals, nets, field equipment, flags, and other athletic equipment.
• Remove trash and debris from fields and surrounding areas.
• Identify areas requiring repair, replacement, or improvement and report them to the appropriate supervisor.

Gymnasium:

• Prepare the gymnasium for basketball, volleyball, and other athletic events.
• Ensure basketball goals, volleyball equipment, nets, scoreboards, tables, bleachers, and other equipment are properly set up and functioning.
• Sweep and mop gym floors as needed.
• Clean and maintain bleachers.
• Ensure the gym is clean and ready for practices, games, tournaments, and rentals.
• Inspect equipment regularly and report damaged or malfunctioning equipment.

General Facility Areas:

• Monitor and maintain cleanliness of restrooms, bleachers, walkways, common areas, and other facility spaces.
• Ensure trash is removed and facilities are left clean following events and rentals.
• Monitor facility conditions and report maintenance needs promptly.
• Maintain an ongoing list of repairs, replacements, safety concerns, and facility improvements.

3. Equipment Management

• Maintain an inventory of athletic and facility equipment.
• Ensure equipment is accounted for and stored appropriately.
• Regularly inspect equipment for safety, damage, or needed repairs.
• Report missing, damaged, or non-functioning equipment.
• Assist with purchasing recommendations and replacement needs when requested.
• Maintain organized storage areas and ensure equipment is returned to its proper location after use.

4. Game & Event Operations

• Assist with the preparation and supervision of athletic games, tournaments, and special events.
• Open facilities for scheduled events and ensure all necessary areas are prepared.
• Monitor games and events held at the facility.
• Assist coaches, officials, teams, renters, and visiting schools with facility-related needs.
• Ensure bleachers, restrooms, fields, gym areas, and other facilities remain clean and safe during events.
• Respond appropriately to facility-related issues that arise during games and events.
• Report significant incidents, damages, or concerns to the appropriate administrator.

5. Evening & Weekend Responsibilities

• Provide facility coverage during scheduled evening and weekend activities.
• Open and secure facilities for games, practices, rentals, tournaments, and special events.
• Ensure lights, doors, gates, equipment, restrooms, and other facility needs are addressed before and after events.
• Monitor facility use during evenings and weekends.
• Ensure facilities are secured at the conclusion of scheduled activities.
• Maintain flexibility based on the athletic and rental calendar.

6. Safety & Facility Oversight

• Conduct routine inspections of athletic facilities before and after use.
• Identify potential safety hazards and report them immediately.
• Ensure facilities are maintained in a manner consistent with school, Archdiocesan, and applicable safety requirements.
• Monitor weather and field conditions when appropriate.
• Report accidents, injuries, property damage, or other significant incidents to the appropriate administrator.
• Assist in maintaining emergency procedures and ensuring emergency equipment and access areas remain accessible.

7. Communication & Coordination

• Maintain professional and positive communication with school administration, coaches, athletic directors, officials, renters, visiting teams, parents, and community organizations.
• Communicate facility concerns and maintenance needs in a timely manner.
• Maintain a daily/weekly facility operations log documenting issues, repairs, rentals, events, and other concerns.
• Work closely with the Athletic Director and/or designated administrator regarding facility scheduling, maintenance, staffing, and operational needs.

 Accountability

The Athletic Facilities & Operations Coordinator reports to the designated St. Gerard administrator and works closely with the Athletic Director regarding athletic facility operations, scheduling, maintenance, and game-day needs.

The Coordinator is expected to maintain a high level of professionalism, reliability, organization, and stewardship of St. Gerard's facilities and equipment.

Core Purpose

The Athletic Facilities & Operations Coordinator helps ensure that St. Gerard's athletic facilities are safe, clean, welcoming, well-maintained, and ready for students, athletes, families, schools, renters, and community organizations.

This position plays an important role in protecting and maintaining St. Gerard's facilities while providing excellent service to everyone who utilizes the Athletic Center.

Requirements

Qualifications

• Previous experience in athletic facilities, facility management, school athletics, event operations, or a related field preferred.
• Knowledge of athletic facility operations and basic maintenance.
• Ability to safely operate basic grounds-maintenance equipment.
• Ability to perform physical tasks including lifting, moving equipment, cleaning, field preparation, and maintaining facilities.
• Strong organizational and communication skills.
• Ability to work independently and make appropriate decisions regarding routine facility operations.
• Ability to work evenings, weekends, and occasional holidays as facility schedules require.
• Ability to interact professionally with students, coaches, parents, officials, renters, and community members.
• Must be dependable, responsible, and attentive to safety and facility security.

Physical Requirements

The position requires the ability to:

• Stand and walk for extended periods.
• Lift and move athletic equipment and supplies.
• Set up and break down equipment, tables, chairs, bleachers, and other event materials.
• Perform routine cleaning and grounds-maintenance tasks.
• Work outdoors in varying weather conditions.
• Safely operate or learn to operate appropriate maintenance equipment.

Work Schedule

The position will primarily operate according to the St. Gerard Athletic Center's facility and athletic schedule. Evening and weekend hours are an essential part of this position, particularly during athletic seasons, tournaments, facility rentals, and special events.

The schedule may vary from week to week based on facility usage and rental demands.

This is not necessarily an exhaustive list of all responsibilities, skills, duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.