Programs & Events Coordinator

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. Responsibilities Include: Work with the Community & Marketing Director to develop camp schedules, activities, and detailed run of showsUnderstand the complete camp plan prior to the first day and ensure staff are prepared to execute itDetermine staffing needs and help coordinate counselor schedulesCreate staff group chats and communicate schedules, arrival times, assignments, and expectationsLead staff before and throughout camp and delegate setup, activity, supervision, and cleanup responsibilitiesRun camper check-in and pickup proceduresServe as the primary point of contact for routine parent questions, concerns, and issues during campCoordinate daily attendance and participant needsCommunicate with Sportsplex concessions regarding lunch counts, timing, and other food needsIdentify materials, equipment, decorations, and supplies needed for each campPrepare organized purchasing lists for approval/orderCoordinate outside rentals and vendors when needed, including inflatables and other event equipmentEnsure activities stay on schedule and make real-time adjustments when necessaryTroubleshoot day-to-day issues independentlyEscalate significant incidents or concerns to the Community & Marketing Director when appropriateProvide 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. Responsibilities Include: Participate in planning meetings and contribute new activity and event ideasHelp develop the event run of show and operational planDetermine staffing and supply needsCoordinate food and concessions needsPrepare staff assignments before the eventLead check-in and pickupDirect staff throughout the eveningKeep activities running according to scheduleHandle routine parent questions and operational issuesServe as the primary on-site point person throughout the eventOversee breakdown and ensure event areas are returned to the appropriate conditionProvide 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. Responsibilities Include: Participate in pre-event planning with the Community & Marketing DirectorHelp create detailed run of shows and event timelinesThink through logistics before an event and identify potential gaps or problemsDetermine staffing requirements and help secure appropriate staffCommunicate event expectations and assignments to staffIdentify and coordinate needed materials, equipment, rentals, food, signage, and suppliesAssist with vendor and internal department coordinationOversee setup and confirm the event space matches the established planDirect staff and volunteers during the eventServe as the primary operational point person on-siteTroubleshoot issues as they arise and make appropriate real-time decisionsOversee breakdown and cleanupReport 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 skillsDependable and comfortable being responsible for day-of event executionAbility to lead and direct part-time staff, counselors, and volunteersAbility to communicate professionally with parents, participants, vendors, and Sportsplex staffStrong problem-solving skills and ability to make decisions in a fast-moving environmentAbility to follow a detailed plan while adapting when circumstances changeProactive mindset—you notice what needs to happen next rather than waiting to be toldComfortable working with children and familiesAble to manage multiple moving pieces at onceStrong attention to detailComfortable creating schedules, checklists, supply lists, and run of showsReliable transportationEvening and weekend availability requiredAvailability during scheduled school-break and summer camps Preferred: Previous experience with camps, youth programs, recreation, sports, childcare, events, hospitality, or program coordinationExperience supervising staff or volunteersExperience planning or executing eventsExperience 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 campsParents' Night Out eventsCommunity eventsSpecial programsSelect eveningsSaturdays and SundaysPlanning/preparation hours leading up to assigned events Because this role is responsible for event execution, availability during assigned programs and events is an essential part of the position. 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.