Position Information

Position Title Event Production Coordinator

Overview

Coordinate and maintain office due diligence process for event specific duties. This position will serve as back-up to the Sr. Office Assistant during their absence.

Essential Duties:

• Perform intermediate and advanced computer functions and monitor and operate the College’s main registration system in support of both academic conferences and large­ scale events for the College. Coordinate receipt of information related to event programs for registration systems. Process all College registrations through Blackthorn web management system daily. Monitor reservations to watch for sold-out events and make appropriate recommendations for solutions to planners. Reconcile credit card charges daily to cross-check with Financial Services and bank deposits to income accounts. Protect the security of credit card information in accordance with current Information Technology requirements. Track income totals in monthly budget reporting.

• Procure and process all necessary legal and risk management information in support of academic conferences and events where an external constituent is present. Prepare and maintain records, files, and databases, specifically related to conference risk management and legal contracts, most of which may be confidential. Coordinate and maintain timelines with various departments regarding event speci tic duties. Responsible for the time sequence in preparing, printing, and mailing of notices, contracts, insurance, waivers, etc.

• Monitor and support event implementation for Conference Services and Events. Work closely with the Assistant Director and Senior Director to ensure quality control of events by actively checking setups and supporting the needs of programmers during the implementation of events (i.e. setups, catering, security arrangement, nametags, etc.)

• Serve as backup administrative support to the Associate Vice President in the absence of the Sr. Office Assistant.

  Marginal Duties:

• Perform all other duties as may be required.

  Education and Experience Required

• High School education or equivalent

• Three to five years• related experience or an equivalent combination of education and experience

• Advanced working knowledge of work processing, excel, and database systems.

• Excellent organizational and communication skills

• Ability to work independently and under deadline pressure.

• Ability to prioritize assignments while juggling multiple tasks

  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

  Employee Status Full Time

  Salary Grade 18 (Min. $24.33/Mid. $31.63/Max. $38.92)

  Salary Information

Employees are normally hired between the minimum and the midpoint of a position’s grade range to which a position has been assigned, depending on experience and qualifications.

Benefits

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/

Union Status Non-Union

Shift:

If other, please enter regular schedule.

EEO Statement

Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.

Posting Detail Information

Requisition Number AS916P

Closing Date

Open Until Filled

Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply

Required Documents

• Resume

• Cover Letter

  Optional Documents