Greater Chicago Midwest HERC

Assistant/Associate AD for Events, Facilities & Operations provides comprehensive oversight of all athletics facilities and operational functions, ensuring venues are competition-ready, events are executed flawlessly, and daily operations support student-athlete and coach success. The position will be filled as an Assistant AD or Associate AD role depending on qualifications and experience.This role requires strategic planning capabilities and hands-on operational leadership to manage facility scheduling, coordinate maintenance and improvements, oversee event logistics, and serve as the primary athletics liaison to campus facilities departments, external vendors, and community partners. It also requires game and tournament administration and potential Sport Administration responsibilities.

Key Duties and Responsibilities

The position will be filled as an Assistant AD or an Associate AD role depending on qualifications and experience.

Facilities Management & Strategic Planning

• Responsible for keeping all athletics-related facilities "game ready and guest ready" at all times. That includes Allen Arena, McQuiddy Gym, all outdoor fields and athletics facilities and occasionally venues in which Lipscomb Athletics might have temporary primary oversight.
• Serve as primary point of contact for all athletics facilities including basketball arena, practice facilities, outdoor competition venues, and support spaces.
• Develop and implement comprehensive facility usage schedules coordinating athletics practices, competitions, camps, special events, and external requests
• Coordinate with university facilities/physical plant departments to ensure timely maintenance, repairs, and operational readiness of all athletics venues
• Oversee facility access control, security protocols, and key/credential management systems to ensure safe and secure environments
• Conduct regular facility inspections and assessments to identify maintenance needs, safety concerns, and improvement opportunities
• Work with Director of Athletics and other key university areas to manage facility improvement projects including planning, budgeting, vendor coordination, and project oversight for enhancements and upgrades
• Serve as athletics representative for any capital projects, renovations, or major facility initiatives, coordinating with university administration, architects, contractors, and project managers
• Develop and maintain facility operations manuals, emergency response procedures, and standard operating protocols
• Ensure compliance with NCAA, conference, institutional, and governmental regulations related to facility safety, accessibility, and operations

Event Operations & Game Day Management

• Serve as primary event operations coordinator for all home athletic competitions, ensuring comprehensive planning and flawless execution
• Develop detailed event timelines, operational checklists, and staffing plans for each home competition across all sports
• Coordinate pre-event facility preparation including court/field setup, equipment placement, signage installation, and venue presentation
• Manage event logistics including security staffing, parking coordination, concessions operations, and visiting team services
• Serve as liaison to officials, ensuring proper coordination of arrival, payment, hospitality, and game-day needs
• Coordinate visiting team services including locker room preparation, practice scheduling, hospitality, and logistical support
• Oversee post-event facility breakdown, cleanup coordination, and venue restoration to ensure readiness for subsequent events
• Develop and maintain relationships with campus police, parking services, facilities management, and other operational partners
• Manage event staffing including hiring, training, scheduling, and supervision of game day operations personnel
• Ensure compliance with NCAA, conference, and institutional policies related to event operations and competition management

External Event Coordination & Facility Rentals

• Serve as primary point of contact for all external requests to use athletics facilities including community events, camps, tournaments, and special functions
• Vet and evaluate external event requests to ensure alignment with athletics priorities, facility capabilities, and institutional policies
• Coordinate approval process for external events working with the Athletics Director, campus administration, and relevant stakeholders
• Develop facility rental agreements, usage policies, and operational requirements for external events
• Ensure external events comply with athletics department standards, facility care expectations, and institutional guidelines
• Coordinate logistics for approved external events including facility access, setup requirements, and operational support
• Serve as athletics liaison during external events to address issues, ensure facility protection, and maintain positive relationships

Summer Camps & Special Event Coordinator

• Serve as primary coordinator for all athletics summer camps, working with coaches to schedule facilities and ensure operational readiness
• Develop comprehensive camp operations plans including facility scheduling, equipment needs, safety protocols, and support services
• Coordinate facility preparation and setup for camps ensuring appropriate spaces, equipment, and amenities are available
• Manage camp logistics including facility access, security, parking, concessions (if applicable), and emergency response procedures
• Ensure camps comply with NCAA regulations, institutional policies, and safety standards
• Coordinate with campus partners including housing, dining, facilities, and campus police to support camp operations
• Oversee special events including alumni gatherings, recognition ceremonies, fundraising events, community programs, off-site tournaments.

Equipment & Inventory Management

• Oversee athletics equipment operations including inventory management, purchasing coordination, and distribution systems.
• Coordinate with coaches and equipment staff to ensure timely procurement and availability of competition and practice equipment
• Manage equipment storage, maintenance, and replacement schedules to ensure safety and operational efficiency

Budget & Financial Management

• Develop and manage operational budgets for facilities, events, equipment, and related operational functions
• Monitor expenditures, process purchase orders, and ensure fiscal accountability across operational areas
• Identify cost-saving opportunities and operational efficiencies without compromising quality or safety
• Coordinate vendor contracts and service agreements for facilities maintenance, event services, and operational support
• Maintain accurate financial records and provide regular budget reports to Athletics Director

Cross-Functional Collaboration & Leadership

• Serve as primary athletics liaison to university facilities, physical plant, campus police, parking services, and other operational departments
• Build and maintain collaborative relationships with campus partners to ensure coordinated support for athletics operations
• Coordinate with external vendors including maintenance contractors, equipment suppliers, and service providers
• Represent athletics department in campus-wide facilities planning, safety committees, and operational coordination meetings
• Provide operational support and coordination for compliance, sports medicine, strength and conditioning, and other athletics departments
• Supervise operational staff including event management personnel, facility coordinators, and student workers
• Mentor and develop staff fostering a culture of excellence, accountability, and continuous improvement

Risk Management & Safety

• Ensure all facilities and events comply with safety regulations, emergency response protocols, and risk management standards
• Coordinate emergency preparedness planning including evacuation procedures, severe weather protocols, and crisis response
• Conduct safety training for operational staff and ensure proper certification and compliance
• Manage incident reporting, documentation, and follow-up for operational issues or safety concerns
• Coordinate with campus risk management and environmental health and safety offices to maintain compliance

Innovation & Continuous Improvement

• Stay current on industry best practices, emerging technologies, and operational innovations in collegiate athletics
• Identify opportunities to enhance operational efficiency, improve fan experience, and elevate facility presentation
• Demonstrate willingness to take on unfamiliar tasks and special projects as assigned by the Athletics Director
• Propose and implement process improvements that advance departmental goals and operational excellence
• This position profile identifies the key responsibilities and expectations for performance. It cannot encompass. all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and job-related duties as may be reasonably assigned by their supervisor.

Sport, Game and Tournament Administration

• Sport Administration - Depending on the experience of the candidate, Sport Administrator duties may or may not be included initially in this role. If Sport Administrator duties are not included initially, then this role would be expected to take on such duties in the future as interest and aptitude dictate.
• Game Administration - Position will be expected, in conjunction with other members of the Lipscomb Athletics staff doing the same, to assume game administrator duties at a number of different games and events, day/night/weekday/weekend, throughout the school year.
• Tournament or Off-Site Administration - Position will have primary supervision and will be the primary point of contact for any tournaments on or off-campus that Lipscomb Athletics is hosting.

Education and Experience

• Bachelor's Degree and 3-5 years in an athletics environment or the equivalent.

Additional Notes

This job will involve managing multiple events and constituents, both inside the university and outside the university. As with any dynamic environment, there will be unexpected changes, delays and other issues which arise which will require quick thinking, patience under pressure and clear communication with a variety of constituents. This job may require frequent night and weekend work during the competitive seasons. This job will often require being at outdoor sporting events in all seasons and all weather conditions. Will occasionally need to help the team move goals, chairs, boxes, equipment or other items. Occasionally exerting up to 50 lbs of force and/or frequently exerting up to 20 lbs of force. Please do not apply if unwilling to work under these conditions, at these times or in these settings.