Event Security Coordinator
Job Description
The Event Security Coordinator provides critical operational and financial support to the Department of Public Safety and Emergency Management's Events Bureau. This role works as part of the Events Bureau team to facilitate the end-to-end lifecycle of coordination of over 4,000 campus security details annually, required to support major campus events such as Commencement Weekend, Dignitary visits, Athletics programming, student activities, and Facilities Management projects. Responsibilities include intake and review of requests for security; entering assignments into the DTS system; following up on unfilled details; creating drafts of quotes; submitting requests for municipal permits as needed; verifying overtime hours and submitting payroll; and coordinating billing for internal and external customers. Finally, the Coordinator provides back-up to the DPSEM Financial Coordinator, assisting with payroll and accounts payable as needed.
Major Responsibility: Coordinate the intake process for all security detail requests. (55%)
- Review requests received through the Web portal and via e-mail. Ensure that information is complete and follow-up when additional information is needed.
- Maintain a tracking spreadsheet for all Event Review Form submissions and compile data into the Master Event List for review.
- Post events to the DPSEM Operations Calendar and save all relevant PDFs/documentation to the Events Bureau Google drive.
- Enter detail information into the DTS system to open the assignment bidding process.
- Conduct a weekly review of University events calendars to determine if there are events that may require security but for which no request has been received.
Major Responsibility: Coordinate financial activities for the DPSEM Events Bureau. (25%)
- Assist with preparing event cost estimates for internal and external customers.
- Review and approve overtime slips submitted by officers assigned to details.
- Reconcile invoices from vendors and outside agencies and ensure that expenses are reallocated to the appropriate event sponsor.
- Prepare final billing statements and submit internal invoices and journal entries.
- Respond to questions regarding final invoices.
Major Responsibility: Coordinate submission of requests for municipal permits. (10%)
- Prepare requests for close and/or restrict parking on city streets to Providence Traffic Engineering.
- Submit notifications to "Today@Brown" to inform the Brown community of altered traffic patterns and parking restrictions.
Major Responsibility: Provide back-up to the DPSEM Financial Coordinator (10%)
- Submit weekly and bi-weekly payrolls in the absence of the Coordinator.
- Prepare requisitions and process supplier invoices as needed.
- Order supplies for general office and patrol operational needs.
Qualifications
Required: High school diploma or equivalent. Minimum two years' administrative experience, preferably in law enforcement, events management, or higher education environment.
Preferred: Experience with processing payroll. Experience in a bargaining-unit environment.
Job Competencies
- Proficiency in Microsoft Office Suite: Strong Excel skills (data entry, master list management) and Word (professional correspondence).
- Proficiency in Google Suite (Sheets, Drive, Gmail, and Calendar).
- Ability to quickly learn and navigate specialized software (DTS - Detail Tracking System).
- Excellent verbal and written communication skills.
- Excellent organizational skills required to manage high-volume administrative logistics with strict deadlines.
- Ability to maintain a high degree of professionalism when interacting with internal and external stakeholders.
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