Position Details

Position Information

Recruitment/Posting Title	Assistant Manager Event Services (Assistant Manager Special Events)
Job Category	Staff & Executive - Administrative & Support
Department	Office Secretary of the Univ-Level 4
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 Assistant Manager Event Services for the Office Secretary of the University. This position will report directly to the Manager of Special Events and Programs and will assist with the design, planning, coordination, and execution of Rutgers University–New Brunswick and Rutgers Biomedical and Health Sciences Commencement (“RU–NB & RBHS Commencement”). Among the key duties of this position are the following: Provides insight and advice to the Manager of Special Events and Programs for improvement in the efficiency and effectiveness of commencement planning. Works independently to complete projects with little direction, providing new and innovative suggestions for improving processes and procedures, specifically within the area of new volunteer recruitment and retention, inventory management, communications, and marketing. Interfaces and negotiates with Commencement vendors to ensure the most enjoyable experience for graduates and their families, while optimizing the utilization of funds. Utilizes financial management system to enter requisitions for purchase orders once approved by the Secretary of the University. Completes procurement forms such as Statement of Work, Informal Bid, Waiver of Bid, and Independent Contractor or Employee Determination Forms. Maintain tracking of expenses from year-to-year. Drafts high visibility communications to distribute within and outside of the University, including invitations to commencement speakers and honorary degree recipients, text for the Commencement website, and other communications that will be distributed to the University community. At the direction of the Manager of Special Events and Programs and Secretary of the University, manages the outreach for RU–NB & RBHS Commencement, utilizing Rutgers “RAMS” lists, MailChimp, social media and other forms of communication to promote the event. Manages the RU–NB &RBHS Commencement website (Drupal-based) including the creation of pages, adding components from the Rutgers Core Component Library (RCCL) and tracking Google analytics. Coordinates shout out filming events including scouting locations, scheduling venues and videographer, and supply preparation. Promote events and track results. Dates will include, at a minimum, Rutgers Day, Grad Fairs at the University Bookstore, and Hot Dog Day. Provide regular updates to the Manager of Special Events and Programs on the status of each event. Builds strong relationships with school convocation planners at the University and utilize problem solving skills to resolve any conflicts that arise between convocations and RU–NB & RBHS Commencement with little to no direction. Coordinates and manages responses to all inquiries to the office including email, telephone, website, and social media inquiries, and assist the Manager of Special Events and Programs in managing student interns and temporary employees in the handling of inquiries from the public. In consultation with the Manager of Special Events and Programs, provides direction to student interns and employees. Utilizes the Board database to access personal information related to each Board member (i.e., regalia measurements and degree information, contact information for commencement and convocation attendance tracking).
Position Status	Full Time
Hours Per Week
Daily Work Shift
Work Arrangement	Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. The flexible work arrangements outlined in Rutgers Policy 60.3.22 are part of a pilot program that is effective September 1, 2022 through August 31, 2024. Therefore, there is no guarantee that this flexible work arrangement will continue beyond that date. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu .
FLSA	Nonexempt
Grade	04
Position Salary
Annual Minimum Salary	51359.000
Annual Mid Range Salary	63909.500
Annual Maximum Salary	76460.000
Standard Hours	37.50
Union Description	URA-AFT Administrative
Payroll Designation	PeopleSoft
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview . Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Requires a Bachelor’s Degree or an equivalent combination of education and/or experience. A minimum of two years relevant experience (in event planning or event management, hospitality management, or a related field is required).
Certifications/Licenses	Use of personal vehicle in order to travel for business demands; a valid driver’s license would be required for this position.
Required Knowledge, Skills, and Abilities	Requires experience in event promotion and communications, which may have been in conjunction with event planning experience is required. Experience and Proficiency in Microsoft Excel, and other Microsoft-based platforms and products is required. Strong written and oral communication skills are required.
Preferred Qualifications	Experience in web page creation and management, specifically a functional knowledge and experience with Drupal CMS system. Experience with marketing platforms such as MailChimp. Experience utilizing social media and marketing platforms to disseminate information, respond to questions or comments, and build stakeholder interest for RU–NB &RBHS Commencement. Experience in a higher education environment or in working with high school, undergraduate or graduate-level students. Event planning or project management certificate is desired.
Equipment Utilized	Drupal CMS Mailchimp Google Analytics
Physical Demands and Work Environment	This is a “hands-on” position often requiring the movement and lifting of boxes weighing up to 50lb and the ability to stand for up to four hours.
Special Conditions	There will be some evening and weekend work required for this position, and a flexible work schedule will be necessary. Additional hours above the standard work-week is expected during the months of April and May and will receive compensatory time. A personal vehicle and driver’s license is required for transport of supplies and other items to and from the warehouse, the office, and the stadium. Clean driving record.

Posting Details

Posting Number	23ST2402
Posting Open Date	09/12/2023
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	College Ave (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 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. 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.

Affirmative Action/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 value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement