Senior Program Coordinator

Rutgers University•New Brunswick, NJ

About The Position

Rutgers, The State University of New Jersey is seeking a Senior Program Coordinator for the Eagleton Institute of Politics. The Sr Program Coordinator is a critical logistical and operational position responsible for the professional and comprehensive execution of all Rutgers Democracy Lab public programming. The Rutgers Democracy Lab ( RDL ) was established through a transformative gift received in November 2024 to serve as a vibrant hub for civic engagement and a collaborative workshop for studying, analyzing, and addressing contemporary democracy. The Lab supports students, faculty, and external partners in examining democratic institutions, emerging challenges, and opportunities for civic participation. The Eagleton Institute is a collaborative team. On occasion, all members are asked to participate in Institute-wide and/or cross-team project

Nice To Haves

Five (5) years of experience in program coordination, project management, administrative support, or student program support within a professional or academic environment.
Experience supporting events in higher education, nonprofit, or policy-focused organizations.
Familiarity with Rutgers University systems, policies, and campus facilities.

Responsibilities

Organizes and executes events, ensuring every detail is managed from conception to completion, including logistics, vendor coordination, and client communication, for all Rutgers Democracy Lab events.
Oversees venue arrangements, including securing on- and off-campus spaces; coordinates room setup, furnishings, signage, and guest logistics such as parking and access.
Coordinates essential event services including audiovisual and IT needs, catering, transportation, and specialized security requirements.
Serves as the primary point of contact for external vendors.
Manages domestic and international travel logistics, lodging, and on-site support for high-profile speakers and academic guests.
Works closely with the RDL communications team to ensure event promotion materials, including web pages, invitations, registration materials, and programs, are accurate, current, and delivered on schedule
Provides on-site leadership during RDL events by supervising student or temporary staff, resolving immediate issues, and ensuring a positive and professional experience for participants and speakers.
Works closely with RDL leadership to support the overall flow and successful execution of programs by translating programmatic goals into effective operational support.
Works with the Administrative Coordinator to coordinate event-related travel, including purchase order requests, travel authorizations, reimbursements, and invoice submissions, for Business Manager review and approval.
Collaborates with the Business Manager to track and monitor event costs and assists with developing detailed cost estimates for future events and proposals.
Provides additional operational, logistical, and administrative support as needed to support RDL initiatives, special programs, and time-sensitive projects.
Participates in Institute-wide and/or cross-team projects.