Programs & Events Coordinator

FC Tulsa; Tulsa (OK); On-site; USD 21,000 - 34,000; Part time

Job summary

Ascension St. John Sportsplex seeks a Programs & Events Coordinator to plan and execute youth camps, Parents' Night Out, and community events. The role requires ownership of events from concept to execution and on-site leadership during programs.

You will collaborate with the Community & Marketing Director to develop schedules, coordinate staff, and ensure smooth operations, with a focus on staying on schedule and delivering high-quality experiences for families.

Qualifications

• Proven experience coordinating events and programs, with strong organizational abilities.
• Ability to manage multiple moving parts, staff, and timelines under tight schedules.
• Excellent communication with parents, staff, vendors, and partners.
• Comfortable taking ownership and running events from planning to post-event debrief.

Responsibilities

• Serve as lead on-site coordinator for camps and youth programming.
• Plan run-of-show, staff schedules, and daily operations for events.
• Coordinate staffing, materials, rentals, and food needs.
• Lead check-in, supervision, and post-event feedback collection.
• Troubleshoot issues and make real-time decisions during events.

Skills

Organizational skills

Communication

Event coordination

Staff supervision

Attention to detail

Evening/weekend availability

Job description

Part-Time | In-Person | Evening & Weekend Availability Required

About The Role

Ascension St. John Sportsplex is looking for an organized, proactive, and dependable Programs & Events Coordinator to help plan and execute our growing calendar of youth camps, Parents' Night Out programs, community events, and other special programming. This is a hands-on role for someone who is comfortable taking ownership and being the point person when an event is happening. Working alongside the Community & Marketing Director, this person will help turn event and program concepts into executable plans and then take the lead on day-of operations. The goal is simple: once the plan is established, this person should understand it well enough to run the event from start to finish without requiring constant direction or supervision.

What You'll Do

Camps & Youth Programming

During Sportsplex camps, you will serve as the lead on-site coordinator/head counselor and oversee day-to-day camp operations.

• Work with the Community & Marketing Director to develop camp schedules, activities, and detailed run of shows
• Understand the complete camp plan prior to the first day and ensure staff are prepared to execute it
• Determine staffing needs and help coordinate counselor schedules
• Create staff group chats and communicate schedules, arrival times, assignments, and expectations
• Lead staff before and throughout camp and delegate setup, activity, supervision, and cleanup responsibilities
• Run camper check-in and pickup procedures
• Serve as the primary point of contact for routine parent questions, concerns, and issues during camp
• Coordinate daily attendance and participant needs
• Communicate with Sportsplex concessions regarding lunch counts, timing, and other food needs
• Identify materials, equipment, decorations, and supplies needed for each camp
• Prepare organized purchasing lists for approval/order
• Coordinate outside rentals and vendors when needed, including inflatables and other event equipment
• Ensure activities stay on schedule and make real-time adjustments when necessary
• Troubleshoot day-to-day issues independently
• Escalate significant incidents or concerns to the Community & Marketing Director when appropriate
• Provide post-camp feedback on attendance, staffing, activities, parent feedback, operational issues, and opportunities for improvement

Parents' Night Out

The Sportsplex plans to host recurring Parents' Night Out events, and this position will help bring each event to life.

• Participate in planning meetings and contribute new activity and event ideas
• Help develop the event run of show and operational plan
• Determine staffing and supply needs
• Coordinate food and concessions needs
• Prepare staff assignments before the event
• Lead check-in and pickup
• Direct staff throughout the evening
• Keep activities running according to schedule
• Handle routine parent questions and operational issues
• Serve as the primary on-site point person throughout the event
• Oversee breakdown and ensure event areas are returned to the appropriate condition
• Provide feedback following each event to help improve the next one

Community & Special Events

The Sportsplex regularly hosts community programs, special events, partnerships, and unique experiences. This position will assist with planning and own the operational execution of assigned events.

• Participate in pre‑event planning with the Community & Marketing Director
• Help create detailed run of shows and event timelines
• Think through logistics before an event and identify potential gaps or problems
• Determine staffing requirements and help secure appropriate staff
• Communicate event expectations and assignments to staff
• Identify and coordinate needed materials, equipment, rentals, food, signage, and supplies
• Assist with vendor and internal department coordination
• Oversee setup and confirm the event space matches the established plan
• Direct staff and volunteers during the event
• Serve as the primary operational point person on‑site
• Troubleshoot issues as they arise and make appropriate real‑time decisions
• Oversee breakdown and cleanup
• Report significant issues, feedback, and recommendations to the Community & Marketing Director after the event

What Success Looks Like

The right person for this role should make events easier to execute, not create another layer that requires constant management. Once an event has been planned, you should be able to take the run of show and confidently lead its execution. That means noticing when something needs to be set up before being asked, knowing where staff need to be, making sure everyone understands their responsibilities, anticipating what is needed next, handling routine questions and problems, and keeping the event moving. You will have support and direction from the Community & Marketing Director, but this position requires someone who can take a plan, own it, and execute it.

What We're Looking For

Required:

• Strong organizational and communication skills
• Dependable and comfortable being responsible for day‑of event execution
• Ability to lead and direct part‑time staff, counselors, and volunteers
• Ability to communicate professionally with parents, participants, vendors, and Sportsplex staff
• Strong problem‑solving skills and ability to make decisions in a fast‑moving environment
• Ability to follow a detailed plan while adapting when circumstances change
• Proactive mindset—you notice what needs to happen next rather than waiting to be told
• Comfortable working with children and families
• Able to manage multiple moving pieces at once
• Strong attention to detail
• Comfortable creating schedules, checklists, supply lists, and run of shows
• Reliable transportation
• Evening and weekend availability required
• Availability during scheduled school‑break and summer camps

Preferred:

• Previous experience with camps, youth programs, recreation, sports, childcare, events, hospitality, or program coordination
• Experience supervising staff or volunteers
• Experience planning or executing events
• Experience working in a sports or recreation environment

Schedule

This position is intended to be part‑time, with hours driven largely by the Sportsplex's programming and event calendar.

The Schedule Will Vary And May Include:

• Summer and school‑break camps
• Parents' Night Out events
• Community events
• Special programs
• Select evenings
• Saturdays and Sundays
• Planning/preparation hours leading up to assigned events

The Person We're Looking For

This role would be a great fit for someone who is the person everyone naturally turns to when something needs to get done. You're organized. You communicate. You think ahead. You're comfortable taking charge without needing to be the center of attention. You can walk into an event, understand the plan, organize the people around you, solve problems as they happen, and keep everything moving. Most importantly, you take ownership. The Community & Marketing Director will establish the overall direction and work alongside you during the planning process. Your responsibility is to know the operational plan inside and out and make sure it actually happens. If something needs to be set up, you make sure it's set up. If staff don't know where they need to be, you direct them. If a parent has a question, you handle it. If an activity needs to transition, you move it forward. If something isn't working, you find a solution. We're looking for someone we can trust to run the room.