Special Events Coordinator - Roger Williams University at Roger Williams University

Posted in Other 9 days ago.

Location: Bristol, Rhode Island

Job Description:

Roger Williams University

Location: Bristol, RI Category: Staff positions Posted On: Fri Jan 14 2022 Job Description:

Under the direction of the Director of Special Events, the Special Events Coordinator will provide a full array of operations management support services to events, many of which are signature or high profile events taking place on both the Bristol and Providence campus, at the Presidential Residence, as well as off campus. Clients for event management include the Office of the President, the Advancement Division including fundraising, cultivation and alumni events, as well as Deans and other senior administrators across the University and the School of Law. There is an expectation of increasingly independent judgment and responsibilities as the incumbent becomes familiar with the operations.

Event Coordination

  • Plan and execute event logistics, as assigned, such as organizing components of special events including but not limited to event promotions, reservation management and setup of diagrams, assuring arrangements meet client approval and comply with University policies.

  • Manage coordination of event logistics with Director of Special Events, Facilities, Dining, Information Technology, Marketing and Communications, Public safety, and outside vendors, etc.

  • Assist with the production, distribution, and follow-up of event invitations.

  • Process invoices, contracts, alcohol approval forms, parking requests, shuttle requests, facilities work orders, catering requests, budget transfers, reserve rooms, order supplies, etc. in an accurate and timely manner.

  • Provide high-level customer service to students, families, and on-campus constituents and during events for on and off-campus constituents.

  • Attend and assist events on and off campus, as assigned, including some evenings and weekends.

  • Budget Management

  • Manage event budgets, including expenses and income, as well as general purchasing processes for events.

  • Assist with the maintenance of department and specific event budgets including tracking and reporting bills, expenses, and income, as well as general purchasing processes.

  • Administrative Support

  • Collaborate and provide research from internal and external vendors regarding costs, event locations, menus, etc.

  • Formulate and prepare written materials, including word processing and development of spreadsheets.

  • Provide customer service to students, families, and on-campus constituents, as well as during events for on- and off-campus constituents.

Additional Functions

  • Schedule and organize internal and external meetings.

  • Provide necessary communication to other key offices on campus, as required, on a regular basis.

Job Requirements:

  • Bachelor's degree and/or experience in a related field.

  • One year of experience in event organization, or similar activity.

  • Excellent skills using Microsoft Office Applications and other computer software programs.

  • Ability to work and communicate with a diverse community including faculty, staff, students, parents, the public and officials.

  • Detail-oriented with excellent time management, organizational, problem solving, and customer service skills.

  • Ability to work flexible hours including some evenings and weekends, as assigned.

Preferred Qualifications*

  • Previous experience in higher education or non-profit organizations.

* At the University's discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the University, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Additional Information:

Roger Williams University is an affirmative action/equal opportunity employer and committed to a diverse workforce. All applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other basis protected by applicable state and federal law. For information on our Non-discrimination policy, visit here.

RWU prohibits all forms of discrimination on the basis of sex in its education programs and activities and is required by Title IX of the Education Amendments of 1972 (Title IX) and its implementing regulations not to discriminate in such a manner. Complaints of Title IX sexual harassment should be reported to the Title IX Coordinator at the contact information listed below. Details regarding the formal complaint process can be found here: Title IX Sexual Harassment Policy and Procedures. All complaints of sexual harassment will be taken seriously and responded to promptly. TITLE IX COORDINATOR: Dr. Jen Stanley, 1 Old Ferry Road, Bristol, RI 02809 / Phone Number: (401) 254-3123 /Email Address: jstanley@rwu.edu

Salaries for new hires at Roger Williams University usually fall within the following range for this position:
$45,970 - $55,006


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