Event Security Coordinator

Job Description:

The Event Security Coordinator is part of the Event Security unit in the Department of Public Safety and Emergency Management. This unit includes police commanders and civilian management staff who provide leadership, strategy, and direction in security planning for University events. The Coordinator provides critical operational and financial support to this unit, facilitating 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; managing overtime assignments in 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. This position will also be responsible for coordinating smaller events: independently reviewing and analyzing needs, ensuring appropriate staffing levels, and serving as the liaison with the organizer for implementation. Examples of such smaller events include athletics and student activities. Finally, the Coordinator provides back-up to the DPSEM Financial Coordinator, processing payroll and accounts payable as needed.

1. Major Responsibility: Manage the intake process for all security detail requests (50%)

Supporting Actions:

• 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 database for all Event Review Form submissions and compile data into the Master Event List for review.
• Prepare Event Summary forms for events that include dignitaries, controversial speakers, or may include protests, and submit to the EVP for Finance and Administration and Event Protocol Working Group for review prior to approving the event.
• 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. In these cases, reach out to event organizer(s) to gather required information and inform leadership as needed.

2. Major Responsibility: Coordinate financial activities for the DPSEM Events Bureau. (20%)

Supporting Actions:

• 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.

3.Major Responsibility: Coordinate submission of requests for municipal permits (10 %)

Supporting Actions:

• Prepare requests to close and/or restrict parking on city streets to Providence Traffic Engineering.
• Notify Brown’s Parking Office of any impacts on Brown lots.
• Submit notifications to “Today@Brown” to inform the Brown community of altered traffic patterns and parking restrictions.

4. Major Responsibility: Coordinate smaller-scale campus events (10%)

Supporting Actions:

• Review and analyze staffing and security needs.
• Ensure appropriate staffing levels.
• Serve as DPSEM liaison to event organizer(s).
• Attend events as needed to assist on-site staff.

5. Major Responsibility: Provide back-up to the DPSEM Financial Coordinator (10%)

Supporting Actions:

• 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.

Decisions Free to Make:

• Prioritization of daily workload
• Recommendations for staffing levels for smaller campus events.

Dimensions:

• Coordinates intake for over 4,000 security details per year.
• Independently coordinates approximately 15-20 events per year.

Job Qualifications:

Education and Experience

Required:

• High school diploma or equivalent; associates’ degree preferred.
• Minimum four 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:

• Ability to maintain a high degree of professionalism when interacting with internal and external stakeholders.
• Proficiency in Google Suite (Sheets, Drive, Gmail, and Calendar).
• Excellent Excel skills (data entry, master list management)·
• 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.

All offers of employment are contingent upon consent to criminal background screening and education verification with results satisfactory to Brown.

Benefits of Working at Brown:

Please review additional information on the Benefits of Working at Brown.

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Submission Guidelines:

The designated Position Work Location for each position determines the approved modality of work. Positions are classified based on the operational and business needs of the department and may be designated as on-site, hybrid, or remote.

Employees with a designated position work location as remote must reside and perform their work in a state where Brown University is registered to do business. Brown University is a registered employer in the following states: Rhode Island, California, Colorado, Connecticut, Florida, Maryland, Massachusetts, New York, New Hampshire, New Jersey, North Carolina, Washington, D.C.

Please note that to be considered for a staff position at Brown University, you must submit a separate application for each position you wish to be considered for. Applications are reviewed only for the specific position to which they are submitted and are not automatically considered for future openings.

This position is not eligible for visa sponsorship.

Still Have Questions?

If you have any questions you may contact [email protected].

Brown is an E-Verify Employer.

EEO Statement:

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, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law.