Providence College
Salary:
$38,458.00 - $41,538.00 Annually Location :
Providence College Job Type:
Full-time Staff Job Number:
PC00156 Division:
VP of Administration and Board Relations Department:
College Event Management and Planning Opening Date:
08/26/2025 FLSA:
Exempt Bargaining Unit:
NU
Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our
Providence College is also an equal opportunity employer and is committed to fostering a - an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College's Non-Discrimination policy can be found .
Overview Coordinate event components and perform due diligence for processes specific to advancement-focused and ad hoc special project events. This is a nine 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. Providence College offers a comprehensive range of valuable benefits to eligible employees, which are designed to:
Promote the health and well-being of you and your family Provide financial security while you are working Build financial resources for retirement Help you balance personal and work responsibilities Provide educational opportunities for you and your family
These benefits include but are not limited to health, dental, 403b retirement plan, flexible benefits plan, tuition benefits, employee assistance plan, college paid basic life insurance and long-term disability insurance, and paid time off. To learn more, please visit our Employee Benefits website by clicking the following link:
https://human-resources.providence.edu/benefits/
$38,458.00 - $41,538.00 Annually Location :
Providence College Job Type:
Full-time Staff Job Number:
PC00156 Division:
VP of Administration and Board Relations Department:
College Event Management and Planning Opening Date:
08/26/2025 FLSA:
Exempt Bargaining Unit:
NU
Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our
Providence College is also an equal opportunity employer and is committed to fostering a - an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College's Non-Discrimination policy can be found .
Overview Coordinate event components and perform due diligence for processes specific to advancement-focused and ad hoc special project events. This is a nine 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. Providence College offers a comprehensive range of valuable benefits to eligible employees, which are designed to:
Promote the health and well-being of you and your family Provide financial security while you are working Build financial resources for retirement Help you balance personal and work responsibilities Provide educational opportunities for you and your family
These benefits include but are not limited to health, dental, 403b retirement plan, flexible benefits plan, tuition benefits, employee assistance plan, college paid basic life insurance and long-term disability insurance, and paid time off. To learn more, please visit our Employee Benefits website by clicking the following link:
https://human-resources.providence.edu/benefits/