Reservations Coordinator (Event Services)

Rutgers University

life insurance, employee discount

United States, New Jersey, New Brunswick

Dec 05, 2025

Position Details

Position Information

Recruitment/Posting Title	Reservations Coordinator (Event Services)
Job Category	URA-AFT Administrative
Department	SA-Student Centers & Activities
Overview	Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey's preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes' list of America's Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication's 2023 list. Rutgers' commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation's military veterans, and ensuring accessibility and accommodation for individuals with disabilities.
Posting Summary	Rutgers, The State University of New Jersey is seeking a Reservations Coordinator (Event Services) for SA - Student Centers & Activities. This position reports to the Assistant Director of the Meetings and Events Office. Among the key duties of the position are the following: Coordinates and plans over 4000 meetings and programs for University administrators, faculty, staff, students, alumni, and non-university guests, which may consist of public/political figures, government officials, and private corporations. Performs thorough reviewing and following through on program details from inception to payment ensuring appropriate use of space; adherence to University policies and procedures; and advising clients on the elements of successful event planning such as room setup, security coverage, catering, and audio-visual equipment. Participates as a member of the Meetings and Events Office which schedules over 27000 bookings annually. Prepares for and attends operation coordination meetings (e.g. Production Meetings, client walkthroughs); post meeting, ensures details of meeting are entered and completed in the reservations system (EMS). Collaborates and works closely with each Student Center staff especially Event Managers to ensure successful implementation of event booking details. Maintains accurate information in EMS of clients' contact and billing information and any post event notes or comments in appropriate fields. Directs the work of student reservations staff including training and evaluation.
FLSA	Nonexempt
Grade	04
Salary Details
Minimum Salary	59893.480
Mid Range Salary	73909.480
Maximum Salary	87925.480
Offer Information	The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.
Benefits	Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include: Medical, prescription drug, and dental coverage Paid vacation, holidays, and various leave programs Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options Employee and dependent educational benefits (when applicable) Life insurance coverage Employee discount programs
Position Status	Full Time
Working Hours
Standard Hours	37.50
Daily Work Shift
Work Arrangement
Union Description	URA-AFT Administrative
Payroll Designation	PeopleSoft
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor's Degree in Business Administration, Hotel Management Hospitality, or related field and at least two (2) years of experience in student centers, event planning, conference, or event management; or a combination of education and/or equivalent related experience.
Certifications/Licenses	A valid driver's license would be required for this position.
Required Knowledge, Skills, and Abilities	Excellent administrative, organizational and communication skills; demonstrated ability to work in diverse environment; and the ability to complete multiple and concurrent tasks. Excellent organizational, verbal, written and interpersonal communication skills. Ability to effectively interact with clients and College staff. Excellent problem-solving skills necessary to help clarify, meet client needs, and ensure success of events. Highly computer literate and the ability to master new computer software applications including event management software (e.g., EMS, R25), and other computer programs including Microsoft Office Suite. Commitment to excellence in client service including the ability to consistently meet clients in a friendly, helpful and professional manner and respond appropriately to their inquiries, requests and concerns. Ability to maintain composure while managing scheduling conflicts.
Preferred Qualifications	Master's Degree in student affairs administration, higher education or related field or discipline. Proficiency with various technology platforms and applications (Sakai, Canvas, Microsoft Teams). Familiarity with Campus Labs Engage Platform. Association and/or involvement with professional associations (ACUI, NACA, NASPA, ACPA). Event Planning Certification. Proven proficiency with the use of event management software, such as EMS or R25, in addition to experience with Outlook, MS Word, Excel, PowerPoint, and Publisher.
Equipment Utilized
Physical Demands and Work Environment	Ability to lift 25lbs.
Special Conditions	Must be willing to work irregular and flexible hours and be accessible by phone including evenings, weekends, and some holidays and from time to time provide on-site support to clients, peers, and Student Center staff. Clean Driving Record.

Posting Details

Posting Number	25ST2444
Posting Open Date	12/05/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Cook (RU-New Brunswick)
City	New Brunswick
State	NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement