Wedding & External Events Coordinator - Salve Regina University

Location: Newport, RI Category: Education Posted On: Thu Aug 10 2023 :

***Schedule for position will be Tuesday through Saturday of each week. Schedule may vary based on department needs.

BASIC FUNCTION:

Responsible for the coordination of the University wedding and external event program. Responsible for support services related to scheduled weddings and external events. Communicate with all parties (i.e. Dining Services, Housekeeping, Facilities/Grounds, Media Services, Security, etc.) and work to ensure the smooth operation at each wedding and external event.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist with supervision of the department's work-study student(s).
• Schedule planning meetings with University departments and individuals and external organizations holding a wedding or event on-campus.
• Oversee contract preparation, billing and insurance requirements for individuals and external organizations holding a wedding or external event at the University.
• Responsible for all wedding and external event correspondence and communication with internal departments and individuals and external organizations.
• Manage logistics and execution of weddings and external events. This includes scheduling planning meetings with University departments and individuals and external organizations holding a wedding or event on-campus, serving as liaison between individuals and external organizations, providing oversight of operations to include food services, housekeeping, set-up, etc., and securing wedding or event spaces. This will require evening and weekend work.
• Assist the Director of University Events & Conference Services on an as needed basis. This may require evening and weekend work.
• Provide support presence at weddings and external events. This will require evening and weekend work, especially during the summer.
• Coordinate ancillary services on an as-needed basis, i.e. tent rentals, entertainment, photography, activities in Newport area, etc.
• Maintain individual files on each wedding and external event.

OTHER DUTIES AND RESPONSIBILITIES:

• Ensure that all facilities are ready prior to each wedding and external event.
• All other duties as assigned by the Director of University Events & Conference Services.
• Ensure that resources are managed both efficiently and cost effectively.
• Attend wedding and event conferences and workshops as appropriate and available.

LICENSES, TOOLS, AND EQUIPMENT:

N/A

ENVIRONMENTAL CONDITIONS:

This position is subject to both inside and outside work, where extreme cold and hot temperatures can be encountered.

Job Requirements:

Required:

• Ability to operate effectively in a fast-paced deadline driven environment.
• High school diploma/GED and minimum of one year wedding and special event planning experience
• Demonstrated ability to work independently and effectively with students, staff, faculty and with agencies outside of the University.
• Travel throughout the University and region is required on a regular basis.
• Strong oral and written communication and interpersonal skills required with the ability to prepare and deliver oral presentations before groups of people.
• Ability to effectively manage multiple, sometimes complex projects and tasks at the same time.
• Knowledge of MS Windows computer software applications required with the ability and willingness to learn new applications.
• This position will require work hour flexibility and will require evening and weekend hours to support weddings and external events.
• Strong customer service skills.

Preferred:

• 2-3 years wedding and special event planning experience
• Bachelor's degree

Additional Information:

Salve Regina University offers generous benefits to eligible employees including (waiting periods apply):

health, dental and vision coverage available on the first of the month following date of hire
403(b) retirement plan through TIAA with employee and employer contributions as well as access to advising services
long-term disability coverage
employer-paid life and AD&D insurance
up to 100% free tuition at Salve for eligible employees and qualified dependents
robust wellness program and free access to the on-campus Fitness Center

Other available benefits include:

supplemental life insurance for employees and dependents
supplemental insurance coverage through Aflac
Tuition Exchange scholarship program. Application available for qualified dependents of eligible employees working full-time
discounted pet insurance through ASPCA
student loan forgiveness assistance program (SAVI)
discounted auto and home insurance through Liberty Mutual
employee Assistance Program through Coastline EAP
flexible spending health and dependent care accounts
health savings accounts
529 collegebound saver program

For more detailed information on Salve's benefits, visit https://salve.edu/human-resources/benefits.

Salve Regina University strives to cultivate belonging values through diversity, equity inclusion in order to foster a welcoming culture for our staff, faculty and students, as well as the wider community. Salve Regina University embraces all people with grace. No matter the path traveled to get here, the University acknowledges that many identities will intersect. Salve Regina belongs to all in its community.