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

Butler; Indianapolis, Northern (IN, KY); Hybrid; USD 21,000 - 30,000; Part time

Job summary

Butler University in Indianapolis is seeking a part-time Facility Rentals Coordinator to maximize external athletic venue usage and support event operations at Hinkle Fieldhouse.

You will handle inquiries, tours, contracts, scheduling, and on-site setup to ensure seamless execution from booking to post-event wrap-up, with evenings and weekends as needed.

Qualifications

• Education: High school diploma or equivalent.
• Customer service and sales aptitude with strong interpersonal skills.
• Excellent attention to detail and ability to manage rental calendars.
• Dependable with a strong work ethic to maintain operations.
• Physical stamina for standing, moving equipment, and event setup.
• Ability to work a variable part-time schedule including evenings/weekends.

Responsibilities

• Facility Rental & Revenue Generation: handle external rental inquiries, tours, and maximize utilization and revenue.
• Booking & Scheduling Coordination: manage booking schedules, draft contracts, track invoicing, align with practices and events.
• Client Relationship Management: be primary contact for external organizers, ensure satisfaction and smooth execution.
• Facility & Event Setup: assist with setup, prep, and teardown for practices, games, and events.
• Operational Coverage: cover daily shifts and fill gaps when students unavailable.
• Inventory & Equipment Control: assist with receiving, organizing, and tracking equipment.
• Logistical & Administrative Support: provide support to supervisors and Athletics Administration.

Skills

Customer service

Organizational skills

Reliability

Physical capability

Flexible scheduling

Education

High school diploma

Bachelor’s degree preferred

Job description

Position Overview

This position reports primarily to the Associate Athletic Director - Capital Projects & Event Management, with secondary reporting lines to the Assistant Athletic Director for Events & Facilities and the Assistant Director of Internal Operations. The role is designed to support the generation of revenue by maximizing external athletic facility rentals while also supporting the management of ancillary events in athletic facilities (including Hinkle Fieldhouse) for sporting events and external events.

Responsibilities

• Facility Rental & Revenue Generation: Proactively handle external rental inquiries, conduct facility tours, and work to maximize utilization and revenue across all athletic venues.
• Booking & Scheduling Coordination: Coordinate booking schedules, draft facility usage contracts, track invoicing details, and align external reservations with varsity team practices and athletic events.
• Client Relationship Management: Serve as the primary point of contact for external event organizers, ensuring high client satisfaction and smooth event execution from booking to post-event wrap-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 rental seasons 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 administrative and operational support to supervisors, the Athletics Equipment Manager, and the broader Athletics Administration team. z
  

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 as dictated 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 room operations.
• Experience working with facility management software, scheduling systems, or venue booking contracts.
• Familiarity with Butler University, Hinkle Fieldhouse, and university athletic operations.