Full Time: Staffing Coordinator, Guest Experience with IMS in Indianapolis · IN

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Human Resources: Human Resources/Recruiting
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POSITION TITLE: Staffing Coordinator
DEPARTMENT: Guest Experience
REPORTS TO: Manager, Event Operations

The Indianapolis Motor Speedway is the worldwide leader in motorsports entertainment and the largest spectator sporting facility in the world. However, we are also about people. A talented staff with diverse skills that are used to the fullest in order to stage the world's great motor racing events. Employees at IMS are challenged daily to excel in an environment featuring a pace that matches the high speed of the machines that race at our famous facility. Working for us is a demanding, yet rewarding, endeavor for dedicated professionals who want to reach their ultimate potential amid the excitement, tradition and pageantry of the World’s Greatest Race Course.

The Guest Experience Staffing Coordinator is responsible for all functions surrounding the hiring, onboarding, training, and event staff planning and execution for internal Safety Patrol employees. The Staffing Coordinator will be required to become very familiar with the culture of the Safety Patrol organization and assist the Event Operations Manager with various other administrative tasks surrounding event staffing.

• Coordinate the hiring and onboarding process with the central HR department for all Safety Patrol employees
• Work closely with Safety Patrol Recruitment Team to affect recruitment, screening, and assignment of new hires
• Oversee and execute the new hire process which includes running background checks and performing phone interviews
• Oversee the weekly payroll process for all Safety Patrol employees including entering time correction forms and troubleshooting employee payroll issues
• Create and execute the employee communication plans
• Coordinate with key Safety Patrol administrators on HR matters and act as the primary point of contact for all Safety Patrol check-in procedures
• Assist the Event Operations Manager with the implementation of the new ADP HR system
• Manage the Employee Campground application process and space assignments
• Plan and execute all key staff gatherings for the Safety Patrol organization including Appreciation Day, Recruitment Party, Hiring Day, and training days
• Coordinate event day staff appreciation initiatives such as boxed lunches, additional snacks, and other event day welfare items
• Other duties as assigned by the supervisor(s).

Supervisory Responsibilities
• This position will supervise 1 part-time intern from January through July
• This position will assist with the management of various seasonal and part-time event staff

• College degree required
• Degree in Human Resources or Business Administration preferred

Skills / Experience
• 1 – 3 years of relevant experience
• Excellent customer service skills
• Ability to work under pressure to solve guest and staff issues
• Experience with payroll and HR systems preferred
• Quick learner who is able to pick up on best practices and protocols
• Ability to learn and utilize new technologies quickly and effectively
• Demonstrate patience and understanding while communicating with event staff
• High integrity and confidentiality.
• Effective interpersonal skills and the ability to work with a diverse group of event staff
• Effective leadership and communication skills.
• Critical thinking and problem-solving skills.

Travel / Work Hours
• No travel.
• Required ability to work long hours, evenings, weekends & holidays during entire event season.
• Other dates as determined appropriate

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Physical demands consist primarily of standing and walking, sometimes for long hours
• Must be able to see and hear in the normal range with or without correction and communicate verbally and in written form with great facility and must be able to be understood.
• Must have the stamina to work long hours and must be willing to work an irregular schedule, which may include weekends or evenings.
• Work outdoors requires physical strength and stamina to endure extreme heat, cold, rain and other conditions.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Employee is faced with frequent interruptions and must work in close proximity to others.
• The noise level in the work environment can be loud, due to professional racing events.


The Indianapolis Motor Speedway provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. The Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities and/or events.

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