Event Production Coordinator

Providence College; College Station (TX); On-site; USD 40,000 - 60,000; Part time

Job summary

Providence College is seeking a dedicated Event Coordinator for a 9-month assignment to support advancement-focused and special project events. The role requires coordinating plans, venues, and vendor relationships while ensuring compliance and smooth execution.

The position emphasizes attention to detail, strong communication, and the ability to troubleshoot on-site. Prior experience in a college or similar setting is preferred and involvement with global event coordination may be included.

Qualifications

• High School diploma or equivalent.
• Three to five years of experience or an equivalent combination of education and experience.
• Advanced working knowledge of Microsoft products, Excel, and database systems.

Responsibilities

• Review and assist in the preparation of event plans and setup diagrams to ensure alignment with program needs and space capabilities.
• Coordinate collection and submission of required legal documents and risk materials; liaise with General Counsel for approvals.
• Provide technical event support, including AV setup, registration systems, and live-stream or hybrid event support; monitor events for compliance.

Skills

Strong organizational skills

Excellent communication skills

Ability to work independently

Education

High School diploma or equivalent

Tools

Microsoft Office

Excel

Database systems

Job description

Founded in 1917, Providence College (PC) is a premier Catholicliberal arts institution steadfastly committed to academicexcellence through a dynamic core curriculum, a distinctiveDevelopment of Western Civilization Program, and abundantexperiential learning opportunities. The only U.S. higher educationinstitution administered by the Dominican Friars, PC is committedto providing a variety of opportunities for intellectual, social,moral, and spiritual growth in a supportive environment. ProvidenceCollege believes that cultural and intellectual pluralism isessential to the excellence of its academic programs, and strivesto foster an academic culture and campus community reflecting theglobal environment in which we live and work.

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

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

Overview

Coordinate event components and perform due diligence for processesspecific to advancement-focused and ad hoc special projectevents.

This is a 9-month position.

Duties and Responsibilities

1. Review and assist in the preparation of event plans and setupdiagrams with the Director and Assistant Director to ensurealignment with advancement and special project program needs andspace capabilities. Conduct walk throughs of event venues prior tostart time to confirm accuracy of room setups, signage, technicalrequirements, and catering deliveries. Coordinate with PublicSafety and outside vendors to confirm timely execution of securityarrangements and service deliveries. Prepare and organize eventmaterials including name tags, programs, registration, and signage.Serve as a point of contact for event planners and programmers totroubleshoot on-site issues and adjust logistics in real-time asneeded. Monitor event flow and provide hands-on assistance duringimplementation to ensure a seamless and professional experienceforall. Capture post-event feedback from planners and share with theteam after the event. (50%)
2. Coordinate the collection and submission of required legaldocuments, including contracts, certificates of insurance (COIs),waivers, and facility use agreements for events involving externalvendors, performers, or guests and hotels. Communicate directlywith external constituents to ensure timely and accurate deliveryof risk management materials in accordance with college policies.Liaise with the General Counsel to review documents for complianceand secure necessary approvals before the execution of the event.Input and track legal and risk documentation within the eventmanagement system to ensure all materials are accessible and up todate. Provide technical event support, including setup andoperating of audiovisual equipment, managing event registrationsystem, and assisting with live-stream or hybrid event functions.Monitor events where external guests are present to ensureadherence to college protocols, including safety measures, guestaccess, and liability considerations. Assist in training campusprogrammers on procedures and best practices for involving thirdparties. (25%)
3. Provide additional support for the functions of the ConferenceServices and core team, by implementing and checking on compliancewith event setups and campus partners for programs. Review eventsetup requests in coordination with campus partners to ensure theymeet college standards and program specifications. Conduct sitevisits prior to and during events to verify setup accuracy,including room layout, signage, AV equipment, and accessibilityaccommodations. Follow up with service providers to confirmfulfillment of setup and support requests, addressing anydiscrepancies in real time. Special focus to be made with this forhigh level signature events such as signature donor events.Homecoming and Reunion. Primary support of AD for endowed lecturesand other special projects. Maintain documentation of compliancechecks and share feedback with the Conference Services and coreteam. Serve as a liaison between event planners and servicedepartments to ensure clear communication and timeli resolution oflogistical concerns. Support scheduling adjustments and setupmodifications as needed to accommodate last-minute program changesor unforeseen challenges. Provide post-event feedback to identifytrends in non-compliance or areas for improved coordination withcampus partners. (25%)

MARGINAL DUTIES:

1. 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 ofeducation and experience.
• Advanced working knowledge of Microsoft products, excel, anddatabase systems required.
• Excellent organizational and communication skills.
• Ability to work independently and under deadline pressure andto prioritize assignments while juggling multiple tasks.
• Experience in a college or university setting ispreferred.

PHYSICAL DEMANDS:

• Sitting in a normal seated position for extended periods oftime
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingersrather than with whole hand(s) or arm(s), for example, using akeyboard
• 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 generalnature and level of work expected of the incumbent. It is notdesigned to cover or contain a comprehensive listing of activities,duties, or responsibilities required of the incumbent. Incumbentmay be asked to perform other duties as required.