Job Description
Position Description
Saint Mary's Hall seeks an enthusiastic, hardworking Coordinator of Athletic Facilities and Physical Education Teacher who promotes the School's mission while supporting a competitive, developmentally appropriate athletics program. This dual role position coordinates the safe and efficient use of athletic facilities for School programs and approved external rentals while teaching assigned Physical Education or Fitness courses. The position serves as the primary operational liaison for athletic-facility scheduling, event readiness, rental coordination, and communication among Athletics, Facilities, Security, Housekeeping, Business Office, and external users.
Responsibilities
Athletic Facility Scheduling and Operations
• Coordinate use of all assigned athletic facilities by managing daily operations, staffing, and scheduling of athletic events and practices.
• Implement and maintain a centralized master calendar for athletic spaces, including practices, competitions, Physical Education classes, camps, tournaments, School events, and approved external rentals; proactively identify and resolve scheduling conflicts in accordance with School priorities.
• Partner with the Athletic Director and Director of Facilities to establish facilityuse priorities, seasonal schedules, preventivemaintenance windows, and contingency plans for weather or facility closures.
• Ensure athletic venues are appropriately set up, inspected, opened, supervised, restored, and secured for practices, competitions, classes, and rental events.
• Coordinate facility maintenance needs with the Director of Facilities, including turf, fields, courts, buildings, fencing, lighting, scoreboards, bleachers, storage areas, and related athletic infrastructure.
• Maintain organized equipment and storage areas and report damaged, missing, unsafe, or nonfunctioning equipment promptly.
• Serve as Athletics' first point of contact for facilityrelated concerns and resolve or escalate complaints in a timely, professional manner.
• Serve as the primary point of contact for external athleticfacility inquiries and guide prospective users through the application, approval, contracting, insurance, scheduling, and eventcloseout processes.
• Communicate and consistently enforce facilityuse policies, rental agreements, School standards, access limitations, and prohibited activities in coordination with School leadership.
• Coordinate rental logistics, including access, signage, parking, supervision, custodial support, security staffing, equipment uses, field or court configuration, and postevent inspections.
• Maintain complete and accurate records of usage, fees, agreements, certificates of insurance, deposits, invoices, event requirements, incidents, damages, and postevent assessments.
• Develop and maintain an accurate inventory system for athletic equipment, supplies, and facility assets.
• Manage the distribution and collection of equipment, maintain records of assignments and returns, conduct periodic inventory audits, track damaged or missing items, and coordinate replacement or disposal needs with the Athletic Director and appropriate School departments.
• Support the review of rental rates, policies, procedures, and revenue opportunities while ensuring that external use does not interfere with student programs or compromise safety, mission alignment, or facility condition.
• Oversee health and safety guidelines for athletic events, instructional use, and rental activities.
• Document and promptly report injuries, property damage, security concerns, policy violations, and other incidents through established School procedures.
• Coordinate emergencyaction planning and venue readiness with Athletics, Health Services, Security, Facilities, and event personnel.
• Maintain current CPR, AED, and First Aid certification and complete all required School, athletics, safety, and studentprotection training by established deadlines.
Physical Education and Student Support
• Teach assigned sections of Physical Education or Fitness in accordance with the School's curriculum, instructional expectations, and studentsafety practices.
• Develop and deliver inclusive, ageappropriate instruction that supports physical literacy, fitness, teamwork, sportsmanship, skill development, and lifelong wellness.
• Plan lessons, assess student growth, maintain required records, communicate appropriately with students and families, and collaborate with colleagues regarding student needs.
• Establish a safe, respectful, and wellmanaged learning environment that accommodates a range of abilities and developmental needs.
• Coach in a lead or assistant capacity, when assigned, and model the conduct, preparation, and sportsmanship expected within the athletics program.
Qualifications
• Bachelor's degree in Physical Education, Kinesiology, Sports Management, Recreation, Facilities Management, Education, or a related field preferred.
• Minimum of three years of relevant experience in athletics, Physical Education, facility scheduling, event operations, campus operations, or a related field preferred; experience in an educational or nonprofit setting is strongly preferred.
• Demonstrated ability to manage multiple calendars, events, priorities, and stakeholders with accuracy and attention to detail.
• Experience with facility scheduling, eventmanagement, workorder, or school information systems preferred
• Proficiency with Microsoft 365 and the ability to learn School scheduling, rental, billing, and communication platforms.
• Knowledge of risk management, emergency response, facilityuse agreements, insurance documentation, and liability considerations related to athletic and rental facility use preferred.
• Strong written and verbal communication, conflictresolution, relationshipbuilding, and customerservice skills.
• Ability to work independently, exercise sound judgment, maintain confidentiality, and collaborate effectively across departments.
• Ability to teach and coach students across age groups using developmentally appropriate and inclusive practices.
• Current CPR, AED, and First Aid certification, or ability to obtain certification before beginning assigned duties; Schoolpaid certification may be provided.
• Ability to complete all required training and maintain any credentials required for assigned teaching, coaching, driving, or supervisory duties.
• Valid driver's license and satisfactory driving record may be required if operation of School vehicles is assigned.
Physical Requirements and Work Environment
• Work is performed in offices, gymnasiums, fitness spaces, fields, courts, tracks, storage areas, and other indoor and outdoor athletic environments.
• Regularly walk and stand for extended periods and move throughout the campus, including stairs, uneven terrain, and outdoor areas.
• Frequently bend, reach, kneel, push, pull, lift, carry, set up, and move athletic or event equipment weighing up to 50 pounds, with or without reasonable accommodation.
• Work in varying weather and environmental conditions, including heat, cold, humidity, rain, noise, and exposure to athleticfield or maintenance conditions.
• Operate standard office, communication, scheduling, athletic, and eventsupport equipment.
• Work a flexible schedule that may include early mornings, evenings, weekends, School holidays, and occasional overnight travel.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are associated with the position. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. Saint Mary's Hall reserves the right to modify, interpret, or apply this job description as necessary to meet the operational needs of the School. Employees may be assigned additional duties and responsibilities at any time, with or without notice.
Interested candidates are invited to submit electronically a cover letter expressing the reasons for their interest in the position and a current résumé.