Athletic Operations Coordinator

Job Title: Athletic Operations Coordinator 

Department: Athletic Department (Grades 5–12)

Reports To: Director of Athletics

Position Hours: 10 Months, Salary Position M-F 10:30 a.m.-7 p.m. + weekends and school breaks to support athletic events. 

Position Overview

The Athletic Operations Coordinator plays a vital role in ensuring the smooth execution of all athletic events, practices, and special events at Harpeth Hall. This position supports the daily operations of the athletic department, manages game-day logistics, oversees facility coordination, and contributes to digital media and event planning. The coordinator will work closely with coaches, athletes, faculty, and staff to uphold the school’s commitment to excellence in athletics.

Primary Responsibilities

Practice & Facility Operations

• Oversees after-school events and provides on-site support during practices and games.
• Coordinates with the Associate Athletic Director for ongoing maintenance and improvements.
• Manages uniform and equipment inventory, scheduling distribution/collection, and seasonal storage for all teams.

Game Day Operations

• Leads logistics for all middle school and upper school home athletic contests.
• Schedules officials and all event workers.
• Coordinates game-day setup and takedown with the maintenance team and P.E. department for indoor spaces.
• Welcomes visiting teams and officials, and communicates game details in advance.
• Implements emergency action plans for all contests.
• Serves as league tournament director when Harpeth Hall is hosting.
• Oversees music and creation of approved playlists, GoFan ticketing, and Local Live streaming.
• Tracks and reports competition results.
• Attends all upper school and middle school US & MS home contests.
• Organizes all special events such as Beargates, senior nights, college athlete celebrations, and powder puff football game. 

Digital Media 

• Creates graphics for HH Athletics Instagram and video boards.
• Manages all athletic video boards. 
• Coordinates with head coaches and the communications department to schedule and run Media Days. 
• Collaborates with other departments on campus as needed.

Qualifications

• Bachelor’s degree required, master’s degree preferred, with experience in sports management, communications, or a related field.
• Prior experience in athletic event management or school-based athletics is preferred. 
• Proficiency in photography, videography, and basic social media platforms. 
• Strong organizational and multitasking skills. 
• Detail oriented. 
• Ability to work evenings, weekends, and school breaks to support athletic events.
• Excellent interpersonal and communication skills, with a warm and enthusiastic demeanor.
• Team-oriented, flexible, and eager to collaborate with and support others. 

Preferred Skills

• Familiarity with video board software and music/audio management tools.
• Experience working with student-athletes, coaches, and parents in a school setting.
• Creative mindset for designing engaging social media and digital content.

Work Environment

• Fast-paced and dynamic, with varied responsibilities depending on the athletic schedule.
• Opportunity to contribute to a vibrant and supportive school community.

This position offers the chance to make a meaningful impact on the lives of athletes and families while supporting the school’s mission to educate girls and young women to think critically, lead confidently, and live honorably.

Candidates should complete an online application and submit a letter of interest, resume, and references at harpethhall.org.