Event Coordinator
Brown University
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Job Description:
Brown’s Division of Biology and Medicine – composed of the Program in Biology and The Warren Alpert Medical
School – is home to numerous centers of excellence in education, biomedical research, and clinical care. The
Office of BioMedical Communications provides a comprehensive, holistic communications operation that builds
visibility and reputation for the Division of Biology and Medicine and increases engagement with various
constituencies. Under the leadership of the Assistant Dean of BioMedical Communications, the office is organized
into three core teams – Editorial; Digital; and Events – that work collaboratively to create multi-modal
communications and experiences. The Event Coordinator reports to the Senior Events Manager and oversees
Division of Biology and Medicine events held on the Brown campus as well as at offsite locations. They also
provide event planning and support for the approximately 250 events held at The Warren Alpert Medical School
building each year.
The Event Coordinator designs and oversees the integrated logistical needs of multiple events of varying size,
complexity, and scale of impact for the Division of Biology and Medicine. This includes but is not limited to:
internal and third-party events; conferences; seminars; social events for students, faculty and staff; and/or other
programs that support the Division’s education and research missions. This position provides high-quality
customer service and will collaborate with internal stakeholders, particularly the Office of the Dean of Medicine
and Biological Sciences, vendors, and various University entities to ensure events are supported and conducted
successfully. The Event Coordinator is responsible for a cohort of events held mostly in The Warren Alpert Medical
School, and on the University campus or an external location. The Event Coordinator serves as the main point of
contact for events held on campus by Division of Biology and Medicine constituents.
The Event Coordinator works with clients to assess their program goals; advises on location; prepares financial
estimates and scope documents; secures necessary technology, furniture and equipment; determines and orders
required catering; schedules and runs meetings to plan events; develops program budgets; negotiates service and
client contracts; notifies Brown security for after-hour large events; and provides day-of event support as needed.
The Event Coordinator works with the Senior Events Manager on signature events, such as Match Day and
Commencement. Given the nature of the event schedules, some early mornings, evenings, and weekends are
required, including Memorial Day Weekend [for Brown’s Commencement].
QUALIFICATIONS
Education and Experience
- Bachelor’s Degree and 1-2 years of experience in Communications, Events or Marketing or an equivalent combination of experience and education.
- Previous experience in higher education preferred.
Job Competencies
- Indicate the essential job competencies. Competencies are required knowledge, skills and abilities necessary to perform the job successfully.
- Excellent communication skills, written and verbal.
- Experience with budget management.
- Incumbent must provide a high level of customer services that upholds the Division’s “Get to YES!” philosophy
- Ability to work independently and implement short- and long-term goals independently, but also as a strong team member when the situation warrants.
- Very high level of computer expertise and continued interest in maintaining skills: Computer proficiency in word processing, spreadsheets, database systems including Microsoft Word, Excel, PowerPoint, Google Suite, and the Internet and ability to learn event-related systems.
- Experience with Adobe Creative Suite a plus.
- Strong organizational, editing and problem-solving skills related to event planning and execution.
- Possesses a willingness and ability to support a diverse and inclusive campus community.
- Ability to work early mornings, evenings, and weekends as needed.
- Knowledge of audiovisual equipment useful.
- Incumbent must be highly professional and able to interact successfully with individuals at all levels.
- Incumbent must be organized and experienced enough to oversee multiple events in a fast-paced environment with high attention to detail.
Education and criminal background check required.
Benefits of Working at Brown:
Information on the Benefits of Working at Brown can be found here.
Recruiting Start Date:
2024-10-15
Job Posting Title:
Event Coordinator
Department:
BioMed Communications
Grade:
Grade 8
Worker Type:
Employee
Worker Sub-Type:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
37.5
Position Work Location:
Hybrid Eligible
Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Still Have Questions?
If you have any questions you may contact employment@brown.edu.
EEO Statement:
Brown University is an E-Verify Employer.
As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.
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