Activity coordinator Jobs in Dayton, OH

Coordinator, Business Operations & Enterprise Services

Reports To Business Manager Division Business Services Division Classification Coordinator Salary Schedule / Grade To be determined by Human Resources FLSA Status To be determined by Human Resources based on final duties and applicable law

Position Summary

The Coordinator, Business Operations & Enterprise Services provides high-level coordination across the Business Services Division (BSD), integrating executive and confidential administrative operations, purchasing and fiscal workflow, project and performance tracking, and enterprise/event operations. The position supports the Business Manager and BSD leadership while maintaining reliable systems for procurement, documentation, cross-department follow-through, Welcome Stadium and facility-use activities, and revenue-generating or community-facing initiatives.

Essential Duties and Responsibilities

1. Executive & Confidential Operations

• Provide high-level administrative and operational support to the Business Manager and Business Services Division leadership.
• Coordinate calendars, meetings, agendas, briefing materials, correspondence, presentations, dashboards, decision logs, and follow-up actions.
• Handle confidential and sensitive information involving personnel, labor relations, employee matters, investigations, contracts, legal matters, and executive decision-making with appropriate discretion.
• Coordinate BSD submissions, reports, and materials for Superintendent, Cabinet, Board, Treasury, Human Resources, Legal, and other district offices.
• Maintain division-wide administrative systems, templates, records, trackers, and recurring communication processes.
• Monitor commitments and action items across BSD departments and elevate overdue, high-risk, or decision-dependent matters to the Business Manager.

2. Purchasing, Procurement & Fiscal Coordination

• Coordinate the preparation, entry, routing, tracking, and status monitoring of purchase orders, requisitions, payment requests, vouchers, and related procurement documentation.
• Maintain purchasing and expenditure trackers; follow transactions from initiation through approval, receipt, payment, or closeout.
• Assist with account coding, supporting documentation, vendor records, quotes, contracts, renewals, and other fiscal records in coordination with Treasury and department leaders.
• Monitor outstanding purchase orders, encumbrances, invoices, and vendor issues and communicate required actions to responsible staff.
• Support BSD leaders with budget documentation, expenditure reconciliation, purchasing timelines, and fiscal-process compliance.
• Develop and maintain standardized procurement workflows and provide process guidance to BSD staff.

3. BSD Administrative Operations & Project Coordination

• Coordinate cross-functional projects involving multiple BSD departments and district offices.
• Maintain project plans, milestone trackers, dashboards, meeting records, owner/deadline registers, and implementation documentation.
• Support the Business Manager's WIG, GSD, one-on-one, execution-lab, evaluation-evidence, and Board-communication cadences.
• Coordinate records, reports, data requests, and operational information needed for audits, compliance reviews, bargaining/union discussions, executive briefings, and district initiatives.
• Assist with development, documentation, and continuous improvement of BSD procedures, workflows, role-clarity tools, and operating systems.
• Serve as a central point of coordination when work crosses departmental boundaries or requires executive follow-through.

4. Welcome Stadium, Facility Use & Enterprise/Event Operations

• Coordinate administrative and operational planning for Welcome Stadium events, district facility-use activities, and related community or enterprise initiatives.
• Maintain event calendars, planning checklists, facility-use records, vendor/partner documentation, internal coordination schedules, and event-readiness trackers.
• Coordinate with Athletics, Safety & Security, Buildings & Grounds, Custodial, Technology, Nutrition Services, Finance/Treasury, Communications, outside vendors, and event partners as required.
• Support parking operations, special events, sponsorship/partnership administration, concessions or other approved revenue-generating activities, and associated tracking.
• Maintain revenue/expense and event-performance documentation for enterprise activities and prepare summaries for leadership review.
• Support development of new facility-use, parking, event, and enterprise opportunities consistent with district policy and leadership direction.

5. Performance Tracking, Board Support & Continuous Improvement

• Compile BSD operational data and prepare concise executive dashboards, summaries, and status reports.
• Maintain documentation supporting departmental goals, WIG attainment, evaluations, Board updates, and strategic initiatives.
• Identify recurring workflow breakdowns, bottlenecks, missed handoffs, and documentation gaps and recommend process improvements.
• Support standardization of administrative practices across BSD while preserving department-specific operational needs.
• Perform other related duties as assigned that are consistent with the scope and responsibility of the position.

Minimum Qualifications

• Bachelor's degree from an accredited college or university, or current enrollment in an accredited bachelor's degree program, required.
• Minimum of five (5) years of progressively responsible experience in public education, executive administration, organizational operations, student or employee services, human resources, enrollment/records management, purchasing or procurement, fiscal administration, compliance, project coordination, facility/event operations, or a closely related area.
• An equivalent combination of education, training, and progressively responsible experience that demonstrates the knowledge and competencies required for the position may be considered.
• Experience demonstrating increasing responsibility across multiple organizational functions is highly valued.
• K-12 public-sector experience preferred.

Knowledge, Skills & Abilities

• Strong organizational, project-management, communication, records-management, and follow-through skills.
• Ability to manage multiple priorities, deadlines, confidential matters, and cross-functional dependencies with limited supervision.
• Working knowledge of purchasing, budget, vendor, contract, records, and administrative workflows.
• Ability to prepare professional correspondence, reports, dashboards, presentations, meeting materials, and executive summaries.
• Strong judgment, discretion, customer service, problem solving, and relationship-management skills.
• Proficiency with standard office productivity platforms and ability to learn district financial, records, facility-use, project-management, and data systems.

Working Relationships

Works closely with the Business Manager, Associate Business Manager, BSD department leaders and support staff, Superintendent/Cabinet offices, Human Resources, Treasury, Legal, Communications, school-based staff, vendors, contractors, community partners, event organizers, and members of the public.

Drafting note: Final classification, compensation, FLSA status, and qualification language remain subject to Human Resources review and applicable district policies/collective bargaining or civil-service requirements.