Head Equipment Manager

Loomis Chaffee School seeks an experienced full-time Head Equipment Manager to join our community.  This position plays an essential role in supporting a large multi-sport athletic program in a boarding school of roughly 748 students. The Head Equipment manager works closely with student athletes, coaches, athletic trainers athletic administrators, faculty and staff, vendors, parents and visitors to ensure that teams are properly equipped, uniforms and gear are available and well maintained and equipment operations are safe, efficient, accountable and responsive to the needs of the Athletics Department. 

This is a yearlong, twelve-month full-time position with regular hours on Saturdays and some evenings, weekend, preseason, postseason and special event coverage required. Summer work includes planning and preparation for the schools year, reviewing uniform and equipment needs by sport and facility as needed and support the LCSP as needed.

Primary duties and responsibilities

• Manage the daily operation of the athletic equipment room, including uniform issue and return, equipment distribution, laundry flow, storage, repair, inventory, and recordkeeping.
• Manage the day-to-day roles of the part time Assistant Equipment Manager.
• Plan, implement, maintain, and regularly update equipment room policies and procedures to ensure efficient, consistent, and accountable operations.
• Develop and maintain seasonal operating plans for fall, winter, and spring athletics, including preseason preparation, in-season support, end-of-season collection, inventory reconciliation, and offseason storage.
• Coordinate equipment support for practices, games, tournaments, special events, and visiting teams as needed.
• Provide responsive daily service to coaches, student-athletes, athletic trainers, athletics administrators, and other members of the campus community.
• Support the Director of Athletics and athletics administrators in maximizing the efficient operation of the Athletics Department.
• Perform other related duties as assigned.

Inventory Management and Equipment Accountability

• Maintain accurate inventory records for uniforms, apparel, protective equipment, sport-specific equipment, supplies, and equipment room assets.
• Document issued equipment by team, season, student-athlete, and/or coach as appropriate.
• Document lost, damaged, unreturned, coordinate replacement, repair, billing, or disposal as appropriate.
• Conduct regular inventory end-of-season reconciliations. Audit all uniform inventory at the end of the academic year.
• Establish systems to monitor equipment usage, replacement cycles, and long-term needs.
• Maintain organized, secure, and accessible storage areas for all athletic equipment and uniforms.

Purchasing, Budget Support, and Vendor Coordination

• Determine inventory and purchasing needs based on team rosters, seasonal demand, equipment condition, safety requirements, replacement cycles, and departmental priorities.
• Coordinate with the Director of Athletics, Associate Athletics Director and other athletics administrators regarding annual equipment needs, budget planning, and purchasing priorities.
• Obtain quotes, place approved orders, receive shipments, verify packing slips, and maintain purchase and receiving records.
• Build and maintain productive relationships with vendors, suppliers, repair services, and reconditioning providers.
• Monitor supply levels and anticipate needs in advance of each athletic season.
• Bill students for uniforms and equipment not returned; and those purchased goods through the cage.

Maintenance, Safety, Fitting, and Compliance

• Continuously evaluate the condition, safety, and suitability of uniforms, apparel, protective equipment, and sport-specific equipment.
• Fit student-athletes with appropriate clothing and equipment, including protective equipment, in coordination with coaches and athletic trainers as needed.
• Inspect, maintain, repair, or arrange for repair of protective equipment and other athletic gear.
• Evaluate and repair protective equipment in accordance with applicable manufacturer recommendations and relevant NOCSAE, NESCAC, NCAA, and NFHS standards where applicable.
• Remove unsafe, damaged, expired, or noncompliant equipment from use.
• Maintain records of equipment inspections, repairs, reconditioning, and replacement when appropriate.
• Establish and maintain laundry and sanitation protocols following manufacturer recommendations for uniform and equipment care.

Laundry, Uniform Care, and Presentation

• Oversee the laundering, drying, folding, organization, and redistribution of athletic uniforms, practice gear, towels, pinnies, and related items.
• Ensure uniforms and equipment are clean, properly cared for, and ready for practices, contests, travel, and special events.
• Establish procedures for the separation, handling, and storage of clean and soiled items.
• Maintain standards for uniform appearance, numbering, sizing, team sets, and overall presentation.
• Coordinate with coaches and athletics administrators to support appropriate uniform rotation, replacement, and long-term planning.

Knowledge, Skills and Abilities

• High School diploma or equivalent relevant experience
• Experience with athletic environment
• Experience with warehouse, equipment rooms and/or distribution
• Experience or knowledge of shipping/receiving functions
• Valid Driver’s License 
• Knowledge of OSHA requirements regarding equipment safety
• Proficient in Excel and Word
• Excellent written and oral communication skills

Preferred Skills

• Certification from the Athletic Equipment Managers Association (AEMA) or working towards certification.
• Knowledge of NCAA regulations regarding equipment safety
• Bilingual

Physical Demands and Work Environment

• Ability to work flexible hours to include nights, weekends and holidays is required
• Ability to lift, move, push and pull equipment or boxes in excess of 40 lbs.
• Must be able to handle outdoor temperatures for a reasonable period of time

This position offers a comprehensive and competitive benefit package including but not limited to: 

- Medical, Dental, Vision, Life insurance, Long-term/short-term disability, retirement plan with match up to 10%. Generous vacation, sick and holiday time annually.

The Loomis Chaffee School is an independent, coeducational boarding/day school located in the historic town of Windsor, Connecticut. The school enrolls 750 students in grades 9-12 and postgraduates and employs 350 faculty and staff. Chartered in 1874, the school provides an academically challenging curriculum within a supportive community that values curiosity, inclusivity, integrity, kindness, and resilience. Need-based financial aid is currently awarded to 32 percent of the student body. Loomis Chaffee does not discriminate against employees on the basis of race, color, religious creed, gender, sexual orientation, national origin, ancestry, age, marital status, or disability. This policy applies to, but is not limited to, admission, financial aid, employment, use of school facilities, and participation in school activities.