Graduate Coordinators

Position Summary

Rutgers University–Newark is a dynamic urban research institution, and Events & Conference Services (ECS) oversees the events and daily operations of the PRCC, RBGH, and Express Newark. Reporting directly to the Director, the Graduate Coordinator provides high-level leadership and oversight for the department. Depending on departmental needs, Graduate Coordinators may be assigned to lead administrative event planning or hands-on facility operations. This role is responsible for student staff supervision, reservation oversight, and ensuring the seamless execution of events through effective coordination with university partners.

Rate of Pay

• $21.00/hr

Key Responsibilities

• Leadership & Supervision: Act as the primary on-site supervisor for all student staff tiers (Managers, Crew, Specialists, and Technicians); assist with the planning and implementation of staff training programs and leadership meetings.

• Scheduling & Workforce Management: Collaborate with the Administrative Coordinator to create and manage student staff shift schedules within UKG Ready.

• Event Coordination: Oversee event setups and breakdowns; conduct regular client check-ins to ensure high-quality service and adherence to logistics forms.

• Administrative & Technical Systems: Utilize the Event Management System (EMS), Social Tables, and Qualtrics to process reservations and design event layouts; provide real-time troubleshooting for audiovisual or technical issues during events.

• Facility & Vendor Liaison: Work closely with catering, security, and facilities; accompany outside building service contractors (HVAC, Elevator, Alarm Co., etc.) during site visits to ensure maintenance objectives are met.

• Operations & Maintenance: Regularly inspect facilities to identify and repair routine maintenance items; maintain accurate weekly inventory reports and ensure storage areas are clean and organized.

• Departmental Support: Assist with specialty projects for the Director of ECS and attend all scheduled Leadership Team Meetings.

Required Qualifications

• Currently matriculated Rutgers University–Newark graduate student enrolled full-time in a graduate studies program (minimum 2.0 GPA).

• Physical ability to lift at least 50 lbs.
• Must be in good judicial standing with the university.
• Availability: Flexible schedule required, including nights, weekends, and academic breaks (Winter, Spring, and Summer) to support event fluctuations.

Preferred Qualifications

• Previous supervisory and customer service experience in a professional or university setting.

• Excellent organizational, communication, and leadership abilities.

• The ability to exercise good judgment and initiative in stressful or emergency situations.

• Previous experience with various audiovisual equipment and event management software.

Additional Information

• Work Schedule: Minimum of 25+ hours per week required; primarily evening and weekend shifts with the responsibility of assisting Operations Managers in closing the building.

• Performance: Job performance evaluations are conducted each semester.

• Systems: Staff will be trained in UKG Ready, 7Point Operations, and Crestron AV systems.

• Expectations: Attendance at all departmental trainings, meetings, and programs is mandatory.

Download a copy of the job description here

For current vacancy status and application instructions for this and other ECS roles, please visit our Join Our Team page.