Job Description
Job Description: BASIC FUNCTION: The Event Specialist provides consistent on-site execution and operational support for University Events & Conference Services (UECS) events, conferences, weddings, summer programs, and selected internal University events. The position is designed primarily to provide evening and weekend coverage, serving as an on-site University representative and ensuring that events are executed safely, professionally, and in accordance with confirmed plans and University policies. By assuming a significant share of event-day execution, the Event Specialist creates capacity for UECS professional staff to focus on client relationships, planning, sales, revenue development, and long-term account stewardship.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Event & Conference Execution
- Oversee on-site execution of assigned weddings, external events, conferences, camps, and selected internal University events, including event timelines, guest arrival, program flow, and breakdown.
- Serve as the primary on-site UECS contact during assigned events; communicate with clients, conference organizers, vendors, campus partners, and guests and escalate issues when appropriate.
- Confirm assigned facilities are guest-ready prior to event start and that setup, service, and breakdown align with approved plans, diagrams, BEOs, contracts, and University policies.
- Coordinate vendor arrival, access, setup, service, and departure, including caterers, rental companies, florists, entertainment, photographers, transportation providers, and other event partners.
- Troubleshoot last-minute operational issues and coordinate with Public Safety, Facilities/Grounds, Housekeeping, Dining Services, Media/IT Services, and other University departments as needed.
- Provide tours, photo-session coverage, and other client-facing event support as assigned.
Conference, GRC & Summer Program Support
- Provide evening and weekend staffing for conferences and camps, including arrival, check-in, meeting, program, and departure support.
- Support Gordon Research Conferences (GRC), including conference check-in coverage as scheduled and provide increased UECS supervision and operational presence for GRC poster sessions and coordinate issues with appropriate campus partners.
- Support summer conference operations and Salve Institute summer programming as assigned, including guest-facing logistics, space readiness, resource coordination, and evening/weekend coverage.
- Provide UECS presence at selected internal University events when departmental operational support is requested.
Communication, Compliance & Documentation
- Review event information, timelines, diagrams, BEOs, and operational notes prior to assigned events and communicate relevant updates to the Wedding Events Manager and other UECS staff.
- Monitor compliance with University event policies, vendor requirements, facility-use standards, and risk-management expectations.
- Document significant event issues, damages, vendor concerns, client feedback, and follow-up items for UECS staff.
- Help protect University facilities by monitoring event activity and providing additional on-site oversight, particularly in high-use historic spaces such as Ochre Court.
Teamwork and other responsibilities
- Report to and work closely with the Wedding Events Manager; collaborate with the Conference & University Scheduling Manager, Director, Executive Director, and other UECS staff.
- Assist with training and direction of student event staff or temporary support personnel assigned to events.
- Support departmental projects, tours, showcases, and other revenue-generating or revenue-enabling activities as assigned.
OTHER DUTIES AND RESPONSIBILITIES: Perform other job-related duties as assigned.
ENVIRONMENTAL CONDITIONS: This position is subject to both inside and outside work, where extreme cold and hot temperatures can be encountered.
Requirements: Required:
- High school diploma/GED and a minimum of 2 years of event, hospitality, conference, venue, customer-service, or related operational experience; equivalent combinations of education and experience may be considered.
- Demonstrated ability to manage event timelines, coordinate multiple parties, and respond calmly and effectively to unexpected situations.
- Excellent interpersonal and communication skills and a strong customer-service orientation.
- Strong organizational skills, attention to detail, sound judgment, and ability to work independently in a fast-paced environment.
- Ability and willingness to work a schedule concentrated on evenings and weekends, primarily Friday-Tuesday, with flexibility based on the University event calendar.
- Ability to travel throughout campus and work indoors and outdoors in varying weather conditions.
Preferred:
- Experience with weddings, conferences, higher education, hospitality/banquet operations, or historic venues.
- Experience coordinating vendors and working with event diagrams, BEOs, timelines, or event-management systems.
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)
employee Assistance Program through Health Advocate
flexible spending health and dependent care accounts
health savings accounts
529 collegebound saver program
paid parental leave and adoption assistance
For more detailed information on Salve's benefits, visit
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.
Application Instructions: Applicants must apply online for any open staff and faculty positions by providing a cover-letter and resume. Pre-employment background checks and reference checks are required of successful candidates. Salve Regina University participates in E-verify.
Please provide three professional references (1 current/former supervisor, 2 colleagues). If you are selected as one of our finalists applicants for the position, we will request the referee's you listed in your application to complete a reference screening form. By adding your referee's contact information below, you consent to allow Salve Regina University to contact your referee's for written references.
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Job Tags
Full time, Temporary work, Summer work, Flexible hours, Weekend work, Afternoon shift