The position is a key member of the Events Office responsible for monitoring the financial and logistical components of the event planning process as well maintaining and improving the workflow of the event-delivery process.
Financial Reporting to the Assistant Director of Events, the position will work with colleagues in Purchasing, financial offices and Risk Management to ensure that university policies and practices are being followed by event clients and vendors. The position will work with external vendors to obtain accurate invoices, ensure that the vendor is paid and that reimbursement is obtained from event clients. The position will be responsible for producing accurate event invoices and sending them to clients in a timely manner. The position will work with event clients to ensure that payment is received in a timely basis. The position will identify challenges encountered with individual clients and/or vendors and/or the invoicing process and use his/her judgement to address individual problems, consult with his/her supervisor when assistance is needed and make recommendations for improvements to the overall process with the goals of improving efficiency and reduce redundancy and enhancing customer service.
Logistical The position will review consistently, incoming reservations to assess workload of the Events Office and that of other service-providing departments, maintain event production schedules, track action items and make recommendations to the Assistant Director as far as allocation of space and resource allocation. Moreover, the position will use his/her judgement to identify and address challenges encountered in the process, consult with his/her supervisor when assistance is needed and make recommendations for improvements to the overall process with the goals of improving efficiency and reduce redundancy and enhancing customer service.
Other logistical components for which this position is responsible include working with clients to gather event information and create reservations for large-scale, high-profile events including Chancellor Office events. The position will be responsible for overseeing the set-up and real-time progress of the event. During high-volume times, the position will serve as a back-up to members of the Reservation Team.
Minimum Education and Experience:
Requires a bachelor's degree in a related field or an equivalent combination of education and/or experience plus a minimum of two years' relevant work experience that demonstrates knowledge, skill, and understanding of project coordination, business processes, customer service, hospitality or public relations.
Required Knowledge, Skills, and Abilities:
The successful candidate must hold a valid drivers license.
Additional requirements: excellent oral and written communication skills, high level of organization, time management, and attention to detail; proficiency in Microsoft Office. Experience with database management. Ability to manage multiple projects simultaneously and set priorities. Advanced analytical, problem- solving and diplomatic skills preferred. Must possess good judgment and discretion. Preference will be given to candidates who have had experience working with purchasing, accounts payable and procurement processes.
Physical Demands and Work Environment:
Successful candidate must be able to perform light lifting of chairs and tables if event set-ups need minor changes. Must be able to lift up to 10 pounds.
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.