Scheduling & Logistics Coordinator

The Scheduling & Logistics Coordinator is responsible for coordinating and managing the scheduling of all facility spaces, resources, and events across the organization. This role oversees the reservation and allocation of venues, athletic facilities, meeting rooms, outdoor spaces, and shared infrastructure while ensuring seamless logistical support for internal and external events of all sizes. They work closely with event organizers, VHS Athletics Coaches and Staff, CPM staff, TVCS Central Office Staff, and Stampeders Admin to ensure every event is properly resourced, conflicts are proactively resolved, and spaces are optimized for maximum utility and guest experience. Job Location & Hours The candidate will perform most job duties on the Middleton Campus of The Villages Charter School. Some events may occur at the Buffalo Ridge campus. Monday through Friday, 9:00am-5:00pm. Occasionally, a Saturday for special events (one weekday will be swapped). Responsibilities Oversee all aspects of the internal campus venue calendar. This includes managing requests from high school coaches, youth sports directors, school testing personnel, Central Office, and tournament operators Facilitate the outside event rental process from start to finish Ensure all negotiated contractual obligations by The Villages Youth Sports Club, Inc. are met. This includes any special requests including: painting of fields, barricades, gym setup, tables, chairs, etc. Create and track all necessary invoices for Outside Events Report to Business Operations Manager financial Establish and maintain a direct line of communication with all parties involved with outside operations.

This may include:

3 party operators, the Business Operations Manager, the Facility Management Supervisor, the Director of Logistics, the Concessions Manager, CPM and campus security Maintain the internal Outside Events spreadsheet Supervise on-the-job training student athletes Coordinate schedules and needs with the Facility Management Supervisor and team Determine the security personnel needs for outside events and communicate those needs with VCS security liaison Communicate facility needs with CPM and Director of Logistics in a timely manner Submit facility requests and calendar invites for outside events sixty days prior to the event. Qualifications Bachelor's degree; equivalent experience will be considered. Minimum 3-5 years of experience in facilities scheduling, event coordination, or venue management. Proficiency in Google Workspace and calendar/project management tools with the ability to manage complex, multi-layered schedules. Proven ability to coordinate multiple simultaneous events and stakeholders under tight deadlines. Excellent verbal and written communication skills with a client-service orientation.

Benefits Paid time off:

per Buffalo Stampeders Human Resources Policy This position qualifies for the Buffalo Stampeders Health Insurance Policy Tier 2 Qualification for children/dependents at The Villages Charter School Reduced Registration Fees in

Buffalo Stampeders Camps, Clinics, and Teams Holiday Equivalent:

If an event falls on a holiday, a non-holiday working day may be taken in exchange.

Pay:

$45,000.00 - $50,000.00 per year

Benefits:

Employee discount Health insurance Paid time off Vision insurance

Education:

Bachelor's (Preferred)

Experience:

Scheduling:

3 years (Preferred)

Work Location:

In person