Assistant Director College Events & Conference Services

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.

Posting Details

Position Information

Position Title Assistant Director College Events & Conference Services Overview
Assist with the planning and execution of the College’s major core events. Serve as the Liaison for both internal and external constituents using College facilities for special event/conference services. Essential Duties:
1. Support the Executive Director with program content creation, logistical planning, data management, and execution for the College’s signature core events (Commencement, special masses, MLK Convocation, Homecoming, etc.) This position also supports the Sr. Director in the preparations of any other cross campus events as needed or approved by the Cabinet (i.e Inaugurations, Centennial Celebrations, Building Dedications, etc.) Manage the data and web content for all core events under the supervision of the Sr. Director, and works with various departments to create program planning. Support assessment efforts for analysis on annual and multi-year success.

2. With guidance from the Sr. Director and in conjunction with the General Counsel, screen, analyze, and execute legal contracts of paid and unpaid conference services, including on-site faculty or staff members who host meetings, for school compliance. Independently plan, facilitate, and manage risk management for more than 300 on-site weekday/weekend/evening conferences. Arrange for campus support services (Academic Media, Physical Plant, Public Safety, Cleaning, etc.) Prepare monthly and/or end of year event and conference reporting. Collaborate with Sr. Director on periodic assessment and support of policy creation to conference manual; hold annual training for all faculty and staff compliance. Ensure the proper receipt of all necessary insurance documentation for the College. Review the College’s annual calendar and corresponding request for space to determine compatibility of the group.

3. Serve as the team backup and onsite facilitator to both the Sr. Director and the Director of Advancement & Special Projects including but not limited to Engagement Events, Reunion, and other special events as needed.

4. Schedule and maintain regular one-on-one meetings with the Graduate Assistant to provide guidance and feedback regarding upcoming events, workflow, environmental scanning for appropriate venues, hotel accommodations, and other general event support. Marginal Duties:
1. Perform all other duties as may be required. Education and Experience Required

• Bachelor’s Degree from an accredited institution required.
• Three to five years’ in experience in event management or an equivalent combination of education and experience required.
• Excellent ability to communicate both orally and in writing.
• Strong computer skills and knowledge.
• Experience in a college or university setting is preferred.

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 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 AS716P Closing Date Open Until Filled Yes Special Instructions to Applicants
1. Resume

2. Cover Letter

3. Writing Sample

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. What is the highest level of education attained?
   • GED
   • High School Diploma
   • Associates Degree
   • Bachelors Degree
   • Masters Degree
   • PHD
2. Are you available to work in the evening (6 pm to 10 pm)?
   • Yes
   • No
3. Are you available to work weekends?
   • Yes
   • No
4. What is your Philosophy for serving students?
   
   (Open Ended Question)
   
   
5. Please describe any previous experience you have working in a customer service enviornment
   
   (Open Ended Question)
   
   
6. How many staff/interns/students have you supervised in past positions you have held?
   
   (Open Ended Question)
   
   
7. What have you done to improve your audit knowledge in the past year?
   
   (Open Ended Question)
   
   

Documents Needed To Apply
Required Documents

1. Resume
2. Cover Letter
3. Letter of Recommendation
4. Response to the PC Mission
5. Writing Sample

Optional Documents