Operations Coordinator

Champions Blue

Job Posting Title:
Operations Coordinator

Requisition Number:
R-000004998

Department Name:
Management & Operations UKAA

Work Location:
Joe Craft Center

Grade Level:
0

Salary Range:
$0.00 - $0.00

Type of Position:
Regular

Position Time Status:
Full time

Equivalency Link

Shift:
Day (United States of America)

Job Description:

Job Summary

Responsible for providing operational, financial, payroll, and event support for Athletics Operations. Coordinates the planning, administration, and execution of NCAA, SEC, and external events hosted by the University of Kentucky. Serves as a primary resource for championship bid development, event logistics, budget administration, payroll processing, and operational coordination. Collaborates with athletics staff, conference and governing body representatives, community partners, vendors, and campus stakeholders to support successful event execution, compliance, and operational excellence.

Essential Functions

• Coordinates the planning, administration, and execution of NCAA, SEC, and external events hosted by the University of Kentucky.

• Serves as a liaison between UK Athletics, conference offices, governing bodies, community partners, local organizations, and hospitality partners regarding hosted events and championships.

• Coordinates preparation and submission of NCAA and SEC championship bids, including venue requirements, scheduling information, lodging plans, staffing plans, financial projections, and supporting documentation.

• Negotiates and administers hotel agreements and lodging arrangements for visiting teams, officials, and event personnel.

• Maintains relationships with local hospitality partners, hotels, community organizations, tourism representatives, and event stakeholders.

• Supports financial reconciliation, reporting, and post-event evaluation activities for hosted championships and external events.

• Assists with administration, monitoring, and reconciliation of operational budgets supporting Event Management, NCAA Events, SEC Events, and other hosted events.

• Processes expenditures, invoices, reimbursements, and other financial transactions while supporting budget monitoring, revenue and expense tracking, financial reporting, and reconciliation activities.

• Coordinates operational purchases, equipment rentals, vendor services, and other departmental expenditures.

• Assists with management of operational contracts and vendor relationships supporting Athletics Operations.

• Coordinates payroll processing activities for event staff and temporary personnel.

• Serves as a resource regarding event staff scheduling, timekeeping, and payroll processes.

• Collaborates with Human Resources and departmental leadership to ensure timely and accurate payroll processing.

• Assists with the administration of workforce scheduling systems and payroll software.

• Prepares payroll reports and supporting documentation for hosted events and departmental activities.

• Supports event staff onboarding, record maintenance, and administrative processes.

• Provides operational support for NCAA, SEC, and external events hosted by the University.

• Coordinates event publications, diagrams, maps, credentials, vouchers, operational documentation, hospitality activities, and stakeholder communications supporting hosted events and championships.

• Supports event logistics, contract administration, and post-event reconciliation activities.

• Assists with department-wide operations initiatives and special events as assigned.

• Participates in operational planning meetings and department initiatives.

• Maintains operational records, reports, inventories, documentation, and departmental resources necessary to support Athletics Operations activities.


• Supports special projects and strategic initiatives within Athletic Operations.

• Performs other duties as assigned.

Education Requirement

Associate degree required.

Bachelor's degree preferred.

Experience Requirement

2 years of experience in event operations, athletics administration, business operations, event management, payroll administration, financial administration, hospitality management, or related field.

Experience supporting athletic events, championships, tournaments, conferences, or large-scale special events preferred.

Experience with budgeting, payroll administration, event logistics, or operational coordination preferred.

An equivalent combination of education and experience may be considered.

All experience must be paid and in the same related field.

Part-time and PRN experience will be prorated based on hours worked per week.

Volunteer work and internships for academic credit are not counted.

Certifications & Licensures

Valid Driver's License preferred.

Working Conditions

A. Lifting, pushing, and/or pulling objects up to 50lbs: 2. Occasional (<10% of the time)

B. Lifting, pushing, and/or pulling objects over 50lbs: 1. Never

C. Standing or walking with objects up to 10lbs: 3. Intermittent (10% - 50% of the time)

D. Standing or walking with objects up to 25lbs: 2. Occasional (<10% of the time)

E. Sitting at computer workstation for extended periods: 3. Intermittent (10% - 50% of the time)

F. Risk of back injury from moving, lifting, or positioning equipment or materials: 1. Never

G. Repetitive motion: 3. Intermittent (10% - 50% of the time)

H. Working at heights above 4 feet: 1. Never

I. Working in confined spaces: 1. Never

J. Risk of injuries from use of equipment on the job: 1. Never

K. Job-related travel: 2. Occasional (<10% of the time)

L. Loud noises: 3. Intermittent (10% - 50% of the time)

M. Temperature extremes: 2. Occasional (<10% of the time)

N. Hazardous chemicals and fumes including waste: 1. Never

O. Radiation: 1. Never

P. Burns: 1. Never

Q. Cuts/Punctures: 1. Never

R. Bloodborne/airborne pathogens: 1. Never

S. Recombinant DNA or viral vectors: 1. Never

T. Combative/violent people: 1. Never

U. Animal handling (including carcasses): 1. Never

V. Please specify other(s) and amount of exposure (i.e. Occasional, Intermittent or Regular): Evening, weekend, and event-day work; Intermittent (10%-50% of the time).

Physical Demands

This position requires intermittent sitting at a computer workstation for extended periods of time; performing tasks involving repetitive motions such as typing, payroll administration, budgeting, report preparation, and event coordination activities; intermittent standing and walking throughout athletic venues and event facilities; and occasional lifting, carrying, pushing, and/or pulling materials weighing up to 50 pounds. The position may require evening, weekend, and holiday work in support of athletic events, championships, tournaments, and special events.

Our University Community

We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors, the University of Kentucky is a Tobacco & Drug Free campus.

The University follows both the federal and state Constitutions as well as all applicable federal and state laws on nondiscrimination. The University provides equal opportunities for qualified persons in all aspects of institutional operations and does not discriminate on the basis of race, color, national origin, ethnic origin, religion, creed, age, physical or mental disability, veteran status, uniformed service, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information or social or economic status.

Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.