Athletics Operations Aide

Part-time support role providing administrative, creative, event, sponsorship, and fundraising assistance for the Department of Athletics. This position works closely with the Director of Athletics to coordinate tasks including sponsor and donor outreach, benefit fulfillment, communications, special events, game-day recognition, presentations, graphics, and other departmental projects.

Responsibilities

• Administrative and Project Support
  • Provide administrative and organizational support to the Director of Athletics.
  • Coordinate calendars, meetings, agendas, invitations, RSVPs, presentations, records, deadlines, and follow-up assignments.
  • Draft routine emails, letters, reports, proposals, and other departmental communications.
  • Track projects and complete assigned work independently to help the Director of Athletics focus on strategic decisions, relationships, and problem-solving.
• Sponsorship Fulfillment, Stewardship, and Donor Development
  • Research prospective sponsors, donors, foundations, grants, corporate-giving programs, and other funding opportunities.
  • Develop prospect lists and conduct introductory outreach to local, regional, national, and international organizations.
  • Request sponsorship and donor meetings, schedule appointments, prepare background information, and coordinate follow-up communication.
  • Assist with sponsorship proposals, donor materials, presentations, grant applications, and fundraising campaigns.
  • Maintain accurate records of prospects, outreach, responses, agreements, renewals, and next steps.
  • Track sponsorship agreements, payments, trade arrangements, renewal dates, and promised benefits.
  • Coordinate sponsored games, promotions, recognition, signage, passes, tickets, hospitality, digital advertising, and program placement.
  • Maintain sponsor, donor, and VIP attendance information for games and special events.
  • Coordinate thank-you emails, cards, gifts, videos, and other recognition efforts.
  • Help ensure sponsors and donors receive a consistent, professional experience.
• Creative and Game-Day Support
  • Create and update basic graphics, advertisements, presentations, printed materials, and short videos.
  • Prepare sponsor content for video boards, game-day programs, social media, presentations, and other displays.
  • Create, update, print, and distribute game-day programs.
  • Maintain organized files of sponsor logos, advertisements, graphics, videos, and promotional materials.
  • Ensure sponsor recognition and athletics branding are accurate across printed and digital platforms.
• Special Events
  • Coordinate the planning and execution of athletics fundraising, recognition, and community events.
  • Assist with golf tournaments, casino nights, auctions, Hall of Fame activities, donor events, and hospitality functions.
  • Manage event timelines, invitations, registration, vendors, volunteers, signage, gifts, programs, budgets, and follow-up communication.
  • Help welcome and recognize sponsors, donors, alumni, institutional leaders, and other important guests.

Requirements

• High School Graduation or an equivalent combination of education and relevant experience.
• Experience in administrative support, communications, marketing, events, fundraising, project management, or a related area.
• Strong written, verbal, organizational, and interpersonal communication skills.
• Proficiency with Microsoft Office, Google Workspace, or similar productivity software.
• Basic graphic-design and video-editing skills using Canva, Adobe products, CapCut, or comparable software.

Preferred Qualifications

• Associate or Bachelor’s degree in communications, marketing, business, public relations, event management, sports management, or a related field or an equivalent combination of education and relevant experience.
• Experience in collegiate athletics, higher education, fundraising, advancement, sponsorships, nonprofit work, or community relations.
• Experience coordinating sponsorship fulfillment, donor stewardship, large events, or fundraising activities.
• Experience with graphic design, photography, video production, printing, signage, digital displays, or game-day production.
• Experience researching funding opportunities or assisting with grants, sponsorship proposals, and donor communications.
• Experience using donor databases, customer relationship management systems, or project-management platforms.

Skills

• Ability to manage multiple projects, deadlines, records, and events with attention to detail.
• Ability to create professional emails, presentations, proposals, printed materials, and digital content.
• Ability to work independently, exercise good judgment, maintain confidentiality, and follow projects through completion.
• Ability to communicate professionally with sponsors, donors, business leaders, alumni, campus personnel, and community members.
• Ability to work occasional evenings and weekends for games and special events.

Schedule

This position works on average 10-20 hours a week on a variable and mostly flexible schedule with in-person, on-campus, and some remote work opportunities. Telework eligible within the state of Utah.

Pay

$14.00 to $21.00 an hour commensurate with experience.

Work Environment

Work may take place in office, athletic, recreation, event, and facility environments. Some evening, weekend, and event-related hours may be required. Position may involve standing, walking, lifting, carrying, setting up equipment, and responding to facility needs throughout athletic venues. Duties may vary based on athletic seasons, event schedules, facility usage, and department needs.