Event Production Coordinator

Founded in 1917, Providence College (PC) is a premier Catholic
liberal arts institution steadfastly committed to academic
excellence through a dynamic core curriculum, a distinctive
Development of Western Civilization Program, and abundant
experiential learning opportunities. The only U.S. higher education
institution administered by the Dominican Friars, PC is committed
to providing a variety of opportunities for intellectual, social,
moral, and spiritual growth in a supportive environment. Providence
College believes that cultural and intellectual pluralism is
essential to the excellence of its academic programs, and strives
to foster an academic culture and campus community reflecting the
global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s
capital city and is close to the many cultural and educational
offerings of Rhode Island’s “renaissance city.” Additionally,
Providence is located an hour from Boston and just a few hours from
New York City.

For years, Providence College has been recognized in the U.S.
News & World Report “Regional Universities – North
Category” and has been commended by several other ranking
publications.

Overview

Coordinate event components and perform due diligence for processes
specific to advancement-focused and ad hoc special project
events.

This is a 9-month position.

Duties and Responsibilities

Review and assist in the preparation of event plans and setup
diagrams with the Director and Assistant Director to ensure
alignment with advancement and special project program needs and
space capabilities. Conduct walk throughs of event venues prior to
start time to confirm accuracy of room setups, signage, technical
requirements, and catering deliveries. Coordinate with Public
Safety and outside vendors to confirm timely execution of security
arrangements and service deliveries. Prepare and organize event
materials including name tags, programs, registration, and signage.
Serve as a point of contact for event planners and programmers to
troubleshoot on-site issues and adjust logistics in real-time as
needed. Monitor event flow and provide hands-on assistance during
implementation to ensure a seamless and professional experience for
all. Capture post-event feedback from planners and share with the
team after the event. (50%)
Coordinate the collection and submission of required legal
documents, including contracts, certificates of insurance (COIs),
waivers, and facility use agreements for events involving external
vendors, performers, or guests and hotels. Communicate directly
with external constituents to ensure timely and accurate delivery
of risk management materials in accordance with college policies.
Liaise with the General Counsel to review documents for compliance
and secure necessary approvals before the execution of the event.
Input and track legal and risk documentation within the event
management system to ensure all materials are accessible and up to
date. Provide technical event support, including setup and
operating of audiovisual equipment, managing event registration
system, and assisting with live-stream or hybrid event functions.
Monitor events where external guests are present to ensure
adherence to college protocols, including safety measures, guest
access, and liability considerations. Assist in training campus
programmers on procedures and best practices for involving third
parties. (25%)
Provide additional support for the functions of the Conference
Services and core team, by implementing and checking on compliance
with event setups and campus partners for programs. Review event
setup requests in coordination with campus partners to ensure they
meet college standards and program specifications. Conduct site
visits prior to and during events to verify setup accuracy,
including room layout, signage, AV equipment, and accessibility
accommodations. Follow up with service providers to confirm
fulfillment of setup and support requests, addressing any
discrepancies in real time. Special focus to be made with this for
high level signature events such as signature donor events.
Homecoming and Reunion. Primary support of AD for endowed lectures
and other special projects. Maintain documentation of compliance
checks and share feedback with the Conference Services and core
team. Serve as a liaison between event planners and service
departments to ensure clear communication and timely resolution of
logistical concerns. Support scheduling adjustments and setup
modifications as needed to accommodate last-minute program changes
or unforeseen challenges. Provide post-event feedback to identify
trends in non-compliance or areas for improved coordination with
campus partners. (25%)

MARGINAL DUTIES:

Perform all other duties as may be required.

Education and Experience

:

High School diploma or equivalent.
Three to five years’ experience or an equivalent combination of
education and experience.
Advanced working knowledge of Microsoft products, excel, and
database systems required.
Excellent organizational and communication skills.
Ability to work independently and under deadline pressure and
to prioritize assignments while juggling multiple tasks.
Experience in a college or university setting is
preferred.

Supplemental Information

PHYSICAL DEMANDS:

The physical demands described here are representative of those
that must be met by an employee to successfully perform the
essential functions of this position. Reasonable accommodations may
be made to enable individuals with disabilities to perform the
essential functions.

Sitting in a normal seated position for extended periods of
time
Reaching by extending hand(s) or arm(s) in any direction
Finger dexterity required to manipulate objects with fingers
rather than with whole hand(s) or arm(s), for example, using a
keyboard
Communication skills using the spoken word
Ability to see within normal parameters
Ability to hear within normal range
Ability to move about

DISCLAIMER: This job description indicates the general
nature and level of work expected of the incumbent. It is not
designed to cover or contain a comprehensive listing of activities,
duties, or responsibilities required of the incumbent. Incumbent
may be asked to perform other duties as required.