Operations Specialists

Position Summary

Reporting to the Administrative Coordinator, Operations Specialists provide essential administrative and hospitality support for Events & Conference Services (ECS). Specialists serve as the primary ambassadors for the RU–N community and may be assigned to support administrative operations within the ECS Administrative Office, at the PRCC Information Desk, or across other managed spaces as needed. This versatile role is responsible for fostering a welcoming environment, providing expert guidance on facility policies, and utilizing the Event Management System (EMS) to process reservation requests for the Paul Robeson Campus Center (PRCC), Ruth Bader Ginsburg Hall (RBGH), and Express Newark (EN).

Rate of Pay

• $15.92/hr

Key Responsibilities

• Guest Relations & Concierge Services: Serve as the primary professional point of contact for all visitors; provide expert directions and information regarding RU–N departments, events, and ECS managed spaces.

• Administrative Operations: Manage departmental and professional staff phone lines, coordinate calendars via Outlook, handle mail/package distribution for tenants, and perform essential office functions like filing and data entry.

• Event & Reservation Support: Process space requests using the Event Management System (EMS) and provide technical guidance to help the RU–N community navigate virtual reservation tools.

• Facility Oversight & Monitoring: Maintain an orderly and welcoming environment by monitoring the main lobby, conducting hourly guest count logs to track building usage, and completing daily opening/closing shift logs.

• Policy & Event Expertise: Advise clients on room setup capabilities, catering regulations, AV equipment, and fee structures; stay updated on daily event schedules to provide accurate real-time information.

• Logistical Support: Monitor the departmental email account for professional correspondence and execute physical setups and breakdowns for designated areas like Student Street or Samuels Plaza.

Required Qualifications

• Currently matriculated Rutgers University–Newark student (minimum 2.0 GPA).
• Physical ability to lift at least 50 lbs.

• Availability: Must be available between 8:00 AM and 5:00 PM, Monday–Friday.

  • Note: Supplemental availability for late nights, weekends, and holidays may be required based on the event calendar.

Preferred Qualifications

• Strong organizational and communication skills with the ability to exercise initiative in high-traffic or emergency situations.

• The ability to exercise good judgment and take initiative during high-traffic periods or emergencies.

• Ability to understand and follow complex instructions and manage multiple tasks in a public-facing setting.

Additional Information

• 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.