Event Security Coordinator

Brown University is an Ivy League institution renowned for its commitment to academic excellence, research, and fostering an inclusive community. Nestled in Providence, Rhode Island, it offers a vibrant campus environment that encourages innovation, collaboration, and engagement across disciplines. Brown University’s Department of Public Safety and Emergency Management is dedicated to ensuring a secure and safe atmosphere on campus, supporting a wide range of university events and activities. This department works tirelessly to provide the necessary safety infrastructure and coordination that help maintain Brown as a leading higher education institution recognized for both its intellectual and communal vitality.

The Event Security Coordinator role is a vital position within the Department of Public Safety and Emergency Management’s Events Bureau at Brown University. This full-time, regular employee position offers a hybrid work environment and involves managing a workload of approximately 37.5 hours per week. The position is classified as Grade 7 and is essential to coordinating security details for over 4,000 campus events annually. These events include significant occasions such as Commencement Weekend, visits from dignitaries, athletic programming, student activities, and facilities management projects.

The Event Security Coordinator is responsible for providing critical operational and financial support to guarantee the smooth and efficient running of these events. Primary duties include intake and review of all security detail requests received via the university’s web portal and email, ensuring data completeness, and following up on additional requirements. The coordinator manages event tracking through detailed spreadsheets, compiles data for master event lists, and posts event information on departmental operational calendars while maintaining relevant documentation in shared digital drives.

A crucial part of the role is the entry of security assignment details into the Detail Tracking System (DTS) to initiate the bidding process. The coordinator conducts weekly analyses of university event calendars to identify potential security needs that have not yet been requested, proactively supporting campus safety. Financial responsibilities encompass assisting with cost estimates for both internal and external customers, reviewing and approving overtime slips, reconciling invoices, preparing billing statements, submitting invoices and journal entries, and addressing billing inquiries.

Additionally, the coordinator handles submission requests for municipal permits related to road closures or parking restrictions, ensuring effective communication with Providence Traffic Engineering and the broader Brown community through notifications about traffic changes. The position also serves as backup to the DPSEM Financial Coordinator, supporting payroll submission, procurement processing, and ordering of supplies as necessary.

Successful candidates will demonstrate proficiency in Microsoft Office (especially Excel and Word) and Google Suite tools, along with the ability to quickly learn and navigate specialized software such as DTS. Strong verbal and written communication skills, exceptional organizational capabilities, and professionalism are essential to effectively manage a high-volume administrative workload under tight deadlines. This role does not offer visa sponsorship and requires consent to criminal background screening and education verification. Brown University is committed to equal opportunity employment and fosters diversity in its workplace.