Athletics Facilities & PE Program Lead

Saint Mary's Hall; San Antonio (TX); On-site; USD 50,000 - 75,000; Full time

Job summary

Saint Mary’s Hall seeks an enthusiastic Coordinator of Athletic Facilities and Physical Education Teacher to promote the school’s mission while supporting a competitive, developmentally appropriate athletics program. This dual role coordinates safe facility use for school programs and approved rentals while teaching Physical Education or Fitness courses.

The position serves as the primary operational liaison for scheduling, rentals, and communication among Athletics, Facilities, Security, and

Qualifications

• Bachelor's degree in Physical Education, Kinesiology, Sports Management, Recreation, Facilities Management, Education, or a related field preferred.
• Minimum of three years of relevant experience in athletics, Physical Education, facility scheduling, event operations, campus operations, or a related field preferred; experience in an educational or nonprofit setting is strongly preferred.
• Demonstrated ability to manage multiple calendars, events, priorities, and stakeholders with accuracy and attention to detail.
• Experience with facility scheduling, event management, work order, or school information systems preferred
• Proficiency with Microsoft 365 and the ability to learn School scheduling, rental, billing, and communication platforms.
• Knowledge of risk management, emergency response, facility use agreements, insurance documentation, and liability considerations related to athletic and rental facility use preferred.
• Strong written and verbal communication, conflict resolution, relationship-building, and customer service skills.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and collaborate effectively across departments.

Responsibilities

• Coordinate use of all assigned athletic facilities by managing daily operations, staffing, and scheduling of athletic events and practices.
• Implement and maintain a centralized master calendar for athletic spaces, including practices, competitions, Physical Education classes, camps, tournaments, School events, and approved external rentals; proactively identify and resolve scheduling conflicts in accordance with School priorities.
• Partner with the Athletic Director and Director of Facilities to establish facility-use priorities, seasonal schedules, preventive maintenance windows, and contingency plans for weather or facility closures.
• Ensure athletic venues are appropriately set up, inspected, opened, supervised, restored, and secured for practices, competitions, classes, and rental events.
• Coordinate facility maintenance needs with the Director of Facilities, including turf, fields, courts, buildings, fencing, lighting, scoreboards, bleachers, storage areas, and related athletic infrastructure.
• Maintain organized equipment and storage areas and report damaged, missing, unsafe, or nonfunctioning equipment promptly.
• Serve as Athletics' first point of contact for facility-related concerns and resolve or upscale complaints in a timely, professional manner.
• Serve as the primary point of contact for external athletic facility inquiries and guide prospective users through the application, approval, contracting, insurance, scheduling, and event closeout processes.
• Communicate and consistently enforce facility-use policies, rental agreements, School standards, access limitations, and prohibited activities in coordination with School leadership.
• Coordinate rental logistics, including access, signage, parking, supervision, custodial support, security staffing, equipment uses, field or court configuration, and post-event inspections.
• Maintain complete and accurate records of usage, fees, agreements, certificates of insurance, deposits, invoices, event requirements, incidents, damages, and post-event assessments.
• Develop and maintain an accurate inventory system for athletic equipment, supplies, and facility assets.
• Manage the distribution and collection of equipment, maintain records of assignments and returns, conduct periodic inventory audits, track damaged or missing items, and coordinate replacement or disposal needs with the Athletic Director and appropriate School departments.
• Support the review of rental rates, policies, procedures, and revenue opportunities while ensuring that external use does not interfere with student programs or compromise safety, mission alignment, or facility condition.
• Oversee health and safety guidelines for athletic events, instructional use, and rental activities.
• Document and promptly report injuries, property damage, security concerns, policy violations, and other incidents through established School procedures.
• Coordinate emergency-action planning and venue readiness with Athletics, Health Services, Security, Facilities, and event personnel.
• Maintain current CPR, AED, and First Aid certification and complete all required School, athletics, safety, and student-protection training by established deadlines.

Skills

Calendar management

Attention to detail

Communication

Collaboration

Conflict resolution

Customer service

Education

Bachelor's degree in Physical Education, Kinesiology, Sports Management, Recreation, Facilities Management, Education, or related field

Tools

Microsoft 365

School scheduling systems

Job description

Saint Mary’s Hall seeks an enthusiastic Coordinator of Athletic Facilities and Physical Education Teacher to promote the school’s mission while supporting a competitive, developmentally appropriate athletics program. This dual role coordinates safe facility use for school programs and approved rentals while teaching Physical Education or Fitness courses.

The position serves as the primary operational liaison for scheduling, rentals, and communication among Athletics, Facilities, Security, and