What are the responsibilities and job description for the USA Rugby - Events Coordinator - College Rugby position at USA Rugby?
Location: Glendale, Colorado (Open to Hybrid or Remote)
Department: USA Rugby - College
Reports to: GM, College Rugby
FLSA Status: Part-Time
Department: USA Rugby - College
Reports to: GM, College Rugby
FLSA Status: Part-Time
Position Summary
The Events Manager is responsible for the planning, coordination, and execution of USA Rugby College events, including national championships, postseason competitions, sevens events, All-American activities, bowl competitions, and other collegiate rugby events.
Reporting to the Director of College Rugby, the Events Manager works closely with the Men’s and Women’s Competition Managers, USA Rugby Events, Communications, Membership, Referee & Laws, Training & Education, CRAA, conferences, host institutions, venues, vendors, volunteers, and participating teams to deliver professional, well-organized, and financially responsible events.
Primary Responsibilities
Event Planning & Operations
- Coordinate event planning timelines, workplans, and deliverables.
- Support venue selection, site visits, and host institution coordination.
- Manage event logistics, including fields, equipment, staffing, volunteers, signage, hospitality, credentials, and team services.
- Prepare event schedules, operations plans, and run-of-show documents.
- Coordinate with competition staff on match schedules and championship formats.
Championship Delivery
Support the successful delivery of:
- National Championships
- May Mayhem
- Sevens Championships
- Bowl competitions
- Postseason events
- All-American events
- Regional showcases
- Coach, referee, and community events
Ensure events are delivered consistently with USA Rugby standards and provide a positive experience for student-athletes, teams, officials, and spectators.
Host & Vendor Management
- Serve as the primary operational contact for event hosts and venues.
- Coordinate agreements, insurance requirements, facility needs, and event timelines.
- Manage vendors, contractors, suppliers, and event service providers.
- Track deliverables and ensure timely execution of event obligations.
Budget & Administration
- Assist with event budgets and expense tracking.
- Support registration, ticketing, invoicing, and reconciliation.
- Maintain event records, timelines, contracts, and operational documents.
- Prepare post-event summaries and recommendations.
Team & Participant Services
- Coordinate team communications related to event logistics.
- Support travel, lodging, check-in, credentials, practice times, meeting schedules, and championship information.
- Ensure participating teams receive clear, timely, and accurate event information.
Safety, Compliance & Risk Management
Work with USA Rugby staff to support:
- Emergency Action Plans.
- Medical coverage.
- Field and venue safety.
- Weather protocols.
- Athlete safety requirements.
- Incident reporting.
- Compliance with USA Rugby policies.
Communications & Promotion
Work with USA Rugby Communications to support:
- Event announcements.
- Website updates.
- Event guides.
- Social media content.
- Sponsor recognition.
- Photography and video coordination.
- Awards and recognition.
Volunteer & Staff Coordination
- Recruit, schedule, and support event volunteers.
- Coordinate event-day staffing plans.
- Assign responsibilities and ensure clear communication.
- Support training and preparation for event personnel.
Qualifications
- Bachelor’s degree preferred.
- Three to five years of experience in event management, sports administration, collegiate athletics, or rugby administration.
- Strong organizational and project management skills.
- Experience coordinating sporting events or tournaments.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities, deadlines, and stakeholders.
- Willingness to travel for events.
Preferred Qualifications
- Experience managing amateur, collegiate, or national championship events.
- Knowledge of rugby operations and match-day requirements.
- Experience working with venues, vendors, volunteers, and host organizations.
- Familiarity with registration, ticketing, scheduling, and event management platforms.
Core Competencies
- Event Operations
- Organization
- Project Management
- Communication
- Customer Service
- Vendor Management
- Attention to Detail
- Problem Solving
- Collaboration
- Adaptability
- Accountability
Reporting Relationship
Reports to: GM, College Rugby
Works closely with:
- Men’s Competition Manager
- Women’s Competition Manager
- CRAA Leadership
- USA Rugby College Council
- USA Rugby Events
- Communications
- Membership
- Referee & Laws Department
- Training & Education
- High Performance
- Host Institutions
- Venues
- Vendors
- Volunteers
Performance Measures
Success in this position may be evaluated based on:
- Successful delivery of collegiate rugby events.
- Quality of championship operations.
- Timely completion of event planning deliverables.
- Team, coach, referee, and spectator satisfaction.
- Budget management.
- Vendor and host performance.
- Event safety and compliance.
- Quality of event communications.
- Post-event reporting and improvement recommendations.
Position Philosophy
The Events Manager plays a key role in delivering high-quality collegiate rugby events that reflect positively on USA Rugby and the collegiate game. Success in this position requires strong planning, attention to detail, calm execution under pressure, and the ability to coordinate many stakeholders around a shared event experience.
Compensation & Benefits (Colorado EPEWA‑Compliant)
Compensation Range: $35,000 – $50,000 annually. The following represents the good-faith salary range for the responsibilities of the position.
Incentive Opportunities: This role is eligible for annual performance bonus.
Application Instructions
How to Apply: Submit your resume and a brief cover letter via Teamworks Online
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
Salary : $35 - $50