New

Program Event Assistant

Rutgers University

life insurance, employee discount

United States, New Jersey, New Brunswick

Dec 11, 2025

Position Details

Position Information

Recruitment/Posting Title	Program Event Assistant
Posting Number	25TM0463
Department	R-Comm
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 an Program Event Assistant for Rutgers Communications and Marketing (R-Comm). Rutgers Day is one of the university's most prominent and most visible annual events, drawing tens of thousands of visitors to campus and requiring extensive, months-long planning and coordination. The scope and scale of this event have continued to grow, placing significantly increased demands on the R-Comm team. To ensure the successful execution of Rutgers Day 2026 and beyond, we must hire a Type 4 casual employee to provide dedicated, project-based support from January 2026 through the end of June 2026. Among the key duties of this position are the following: Direct Communication with Program Providers: Serving as a point of contact for schools, departments, and units participating in Rutgers Day. This includes managing inquiries, confirming program details, communicating logistics, gathering required materials, and ensuring providers meet all deadlines. Food Vendor Management: Coordinating applications, approvals, logistics, insurance requirements, and day-of placement for more than 35 food vendors. This work requires continuous communication, document tracking, and deadline management. T-Shirt Distribution and Inventory Control: Managing orders, coordinating deliveries, and overseeing distribution to participating departments and volunteers. Social Media Campaign Support: Assisting in the planning, scheduling, and posting of Rutgers Day promotional content, as well as monitoring engagement across platforms to ensure broad audience reach. Sign Production and Assembly: Coordinating the creation, delivery, and assembly of hundreds of signs used across campus, including directional signage, program signs, and event information boards. Performance Stage Schedule Coordination: Assist with Developing, organizing, and maintaining schedules for all performance stages; liaising with performers; confirming technical needs; and coordinating with event operations staff to ensure smooth transitions and on-time execution. Rutgers Day Headquarters Staffing: Providing on-site support at headquarters on event day., including volunteer management, troubleshooting, and real-time problem resolution. Assists with planning and execution of Rutgers Day and creates detailed reports in Stova online event management system and Microsoft Excel. Coordinates organization and production of Rutgers Day signage. Assists with logistics for central management of Rutgers Day. Coordinates distribution of Rutgers Day t-shirts and preparation of supplies for Rutgers Day command posts. Manages departmental databases using Microsoft Excel. Responds to community inquiries and phone calls. Manages inventory for Rutgers Day promotional materials. Schedules social media posts, and other administrative support as assigned.
FLSA	Nonexempt
Salary Details	$24 - $28/hourly
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	Part Time
Working Hours	20-30
Daily Work Shift	Day
Work Arrangement	This position requires a fully on-site work arrangement.
Payroll Designation	PeopleSoft
Terms of Appointment	Temporary Staff Appointment - Hourly

Qualifications

Minimum Education and Experience	Bachelor's degree in a related field, or an equivalent combination of education and/or experience.
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Good communication, interpersonal skills and computer literacy. Experience in events and logistics management. Excellent written, verbal and oral skills. High aptitude for attention to detail. Ability to multi-task and work in a fast-paced environment. Advanced knowledge of Microsoft Access and Excel and competency in other Microsoft Office applications including Outlook.
Preferred Qualifications	Experience using event management software such as Stova (or comparable platforms). Familiarity with social media scheduling and content management tools. Knowledge of best practices in large-scale event operations and vendor coordination. Experience working in a higher education or large organizational environment.
Equipment Utilized
Physical Demands and Work Environment	Must be able to lift boxes up to 25 lbs.
Special Conditions	Must be available to work the week of April 22 - 27, 2026. Working Saturday, April 27, 2026 from 6:00 a.m. to 5:30 p.m. is mandatory.

Posting Details

Posting Open Date	12/10/2025
Posting Close Date	01/30/2026
Open Until Filled	No
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Busch (RU-New Brunswick)
City	Piscataway
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