Booking Coordinator & Event Operations Assistant, Athletics (Part-Time)

Butler University; Indianapolis (IN); On-site; USD 17,000 - 25,000; Part time

Job summary

Butler University in Indianapolis, IN is seeking a part-time Facilities Rental Coordinator to maximize external athletic facility rentals and support events at Hinkle Fieldhouse and other venues.

You will handle inquiries, tours, scheduling, contracts, invoicing, and ensure seamless event execution from booking to wrap-up, while coordinating with varsity practices and university teams. Flexibility to work evenings and weekends is required.

Qualifications

• High school diploma or equivalent
• Strong interpersonal and communication skills with a customer-centric mindset
• Ability to manage rental calendars and timelines
• Flexible to work evenings and weekends

Responsibilities

• Handle external rental inquiries, tours, and maximize revenue across athletic venues.
• Coordinate bookings, draft contracts, track invoicing, and align with practices and events.
• Serve as primary contact for external organizers to ensure smooth event execution.
• Assist with facility setup, preparation, and teardown for events.
• Support daily operations and fill scheduling gaps during peak seasons.
• Assist with inventory and equipment control for events.
• Provide administrative support to supervisors and Athletics Administration.

Skills

Customer Service & Sales Aptitude

Organizational Skills

Reliability

Physical Capability

Availability (Evenings/Weekends)

Education

Bachelor’s degree in Sport Management, Business, Communications, Marketing, Sales, or related field

Tools

Facility management software

Scheduling systems

Venue booking contracts

Job description

Position Overview

This position reports primarily to the Associate Athletic Director– Capital Projects & Event Management, with secondary reportinglines to the Assistant Athletic Director for Events &Facilities and the Assistant Director of Internal Operations. Therole is designed to support the generation of revenue by maximizingexternal athletic facility rentals while also supporting the management of ancillary events in athletic facilities (includingHinkle Fieldhouse) for sporting events and external events.

Responsibilities

• Facility Rental & Revenue Generation: Proactively handleexternal rental inquiries, conduct facility tours, and work to maximize utilization and revenue across all athletic venues.
• Booking & Scheduling Coordination: Coordinate bookingschedules, draft facility usage contracts, track invoicing details, and align external reservations with varsity team practices andathletic events.
• Client Relationship Management: Serve as the primary point ofcontact for external event organizers, ensuring high clientsatisfaction and smooth event execution from booking to post-eventwrap-up.
• Facility & Event Setup: Assist with the physical setup, preparation, and teardown of athletic facilities for practices, games, and external revenue-generating events.
• Operational Coverage: Help cover daily operational shifts and fill scheduling gaps during non-school months or peak rentalseasons when student workers are unavailable.
• Inventory & Equipment Control: Assist with receiving, organizing, and tracking operational equipment and event setups in storage areas.
• Logistical & Administrative Support: Provide administrativeand operational support to supervisors, the Athletics EquipmentManager, and the broader Athletics Administration team.

Required Qualifications

• Education: High school diploma or equivalent
• Customer Service & Sales Aptitude: Strong interpersonal and communication skills with a customer-centric mindset aimed at building client relationships and promoting facility rentals.
• Organizational Skills: Excellent attention to detail with the ability to manage rental calendars, follow setup instructions, and track administrative task timelines.
• Reliability: Proven dependability and a strong work ethic to maintain critical facility operations and event coverage.
• Physical Capability: Physical stamina to perform active tasks, including standing for extended periods, walking across facilities, and safely moving athletic or event equipment.
• Availability: Flexibility to work a variable part-time schedule(10 to 29 hours per week), including evenings and weekends asdictated by athletic and facility rental schedules.

Preferred Qualifications

• Bachelor’s degree in Sport Management, Business, Communications, Marketing, Sales, or a related field.
• Prior experience in athletic facility scheduling, event sales/rentals, event coordination, or equipment roomoperations.
• Experience working with facility management software, scheduling systems, or venue booking contracts.
• Familiarity with Butler University, Hinkle Fieldhouse, and university athletic operations.