Job Description

Overview

Join to apply for the Coordinator, Event Operations role at Rutgers University Foundation

Reporting to the Senior Director, the Coordinator of Event Operations plays a critical role in supporting the Foundation Events team, ensuring the seamless execution of daily operations and logistical support. This role requires a highly organized, detail-oriented, and proactive team player who thrives in a fast-paced, collaborative environment. This position will manage key administrative functions, including budget tracking, bill payments, team travel and calendar organization. The position ensures the smooth execution of daily operations, enabling the team to focus on delivering high-quality events that support the goals of the Rutgers University Foundation. With strong communication skills and a problem-solving mindset, this individual will work closely with colleagues and partners to ensure seamless financial processing, logistical execution, and administrative coordination.

Responsibilities

• Provided day-to-day administrative support to the Foundation Events team.
• Track the event budgets, process invoices, credit card statements, and event invoices. Act as the liaison between the Foundation Events team and the Finance department.
• Mange organization systems in the office such as filing, event supplies/inventory, and purchasing.
• Arrange team travel, including booking flights, hotels, transportation, while maintaining organized records of itineraries and expenses.
• Assist in coordinating internal and external meetings, managing calendars, and ensuring alignment of scheduled for key team members.
• Support upcoming events, meetings, key initiatives if additional support is needed.
• Identify and implement efficiencies in administrative and operational workflows to enhance the team effectiveness.
• Other duties as assigned

Competency Aptitudes

Leadership

• Work on straight forward projects which have a distinct beginning and end date
• Complete tasks assigned by lead and/or manager
• Shift to owning components of projects and programs
• Ability to positively influence/advance ideas across levels/departments
• Provide positive customer service with a solution-oriented mindset

Autonomy

• Create set guidelines/timeline for the department/project which is provided by lead and/or manager
• Suggest process improvements to optimize outcomes
• Communicate actively with all partners and colleagues to accomplish the goals of the project

Complexity

• Balance multiple responsibilities which might be administrative at the onset
• Follow set guidelines for projects/initiatives and begin to shift to more complex projects by owning components
• Begin to assume operational tasks across the department

Strategy

• Execute strategy and move in the direction of planning/ownership of project/program elements
• Contribute to complex projects/programs as part of an overall strategy
• Align to the strategy in service of internal and external partners
• Develop and submit budgets and other collateral materials as needed to support event

Education And/or Experience

Bachelor's degree and/or 1+ years of professional experience in fundraising, alumni relations, non-profit organizations, event planning, higher education, or related fields.

Working Conditions

This position requires clarity of focus while juggling complex projects or deadlines with little physical effort. Will work evenings, weekends, or odd hours to meet resource-raising commitments. Typical working conditions with an absence of disagreeable elements. This position requires some early mornings and late evenings to accommodate meetings, travel, events, and external constituents schedules.

Workplace Arrangements

This is classified as an office-centric hybrid position. Colleagues working under an office-centric hybrid arrangement have a primary workstation in a university or foundation location and are in the office between one and five days a week. The frequency with which they are present in the office depends on their role and function and the interdependency of other functions.

Compensation And Benefits

The position is budgeted at a starting salary of $55,000/ year. Final offers are based on various factors such as the candidates qualifications, skills, competencies, and other job-related reasons for the role. In addition to salary, Rutgers University Foundation offers:

• Office-centric hybrid work schedule
• Comprehensive medical
• Comprehensive no cost dental, and no cost vision insurance for employee and dependents
• 403(b) plan with matching employer contribution
• Accrual of three weeks of annual vacation time, in addition to five wellness days and fifteen sick days per year
• Nine holidays, as well as four floating holidays
• Significant tuition reductions
• Professional development is highly valued at the Rutgers University Foundation, where employees are encouraged to look across the organization to develop new skills and abilities for professional career progression.
• $40 monthly cell phone reimbursement

Equal Employment Opportunity

It is Foundation policy to provide equal employment opportunity to all its employees and applicants. The Foundation prohibits discrimination against any employee or applicant for employment because of race, color, religion, creed, age, sex, national origin, ancestry, marital status, familial status, disability, sexual orientation, gender identity, gender expression, veteran status, genetic information, and any other characteristics protected by applicable state, federal and/or local laws. Equal employment opportunity applies to hiring, placement, transfer, promotion, demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, selection for training, layoff, or termination.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Management and Manufacturing

Industries

• Higher Education

#J-18808-Ljbffr

Job Tags

Odd job, Full time, Work at office, Local area, Shift work, Weekend work, Afternoon shift, Early shift, 1 day per week,

Similar Jobs