Program Event Assistant

Position Details

Recruitment/Posting

Title:

Program Event Assistant

Posting Number: 25TM0463

Department: R-Comm

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.

Rutgers, The State University of New Jersey, is seeking a 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.

• 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.

• Bachelor's degree in a related field, or an equivalent combination of education and/or experience.

• 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…