Associate Director

Rutgers University; Newark (NJ); Hybrid; USD 89,000 - 132,000; Full time

Benefits offered by this job

Medical, dental, and prescription drug

Paid vacation and holidays

Retirement benefits

Educational benefits

Life insurance

Employee discounts

Job summary

Rutgers University-Newark is seeking an Associate Director of University Events to plan and execute high-profile events such as Homecoming, Commencement, and Convocation. The role requires strategic thinking, VIP coordination, and cross‑functional collaboration across campus.

The position emphasizes budget management, stakeholder relations, and timely delivery within university policies. A hybrid work arrangement applies, with evenings and weekends during peak periods.

Qualifications

• Bachelor's degree required in Event Management, Communications, Business Administration, Higher Education Administration, or related field.
• Minimum 5-7 years of progressively responsible experience in event planning and management.
• Experience in higher education, nonprofit, or corporate environments preferred.

Responsibilities

• Plan and execute high-visibility institutional events and ceremonies.
• Manage last-minute VIP requests, donor considerations, and media coordination.
• Coordinate cross-functional planning with schools, facilities, marketing, and external partners.
• Ensure events align with Chancellor's priorities and budget parameters.
• Lead post-event evaluation for continuous improvement.

Skills

Event planning

Strategic thinking

Budget management

Communication skills

Project management

Evening/weekend availability

VIP/donor coordination

Microsoft Office

Education

Bachelor's degree in Event Management, Communications, Business Administration, Higher Education Administration, or related field

Tools

Microsoft Office

ROCS

PeopleSoft

Event management software (Cvent, Eventbrite)

ROCS/PeopleSoft procurement platforms

Job description

Position Details

Position Information

Recruitment/Posting Title: Associate Director

Job Category: Staff & Executive - Administrative & Support

Department: Newark Chancellor

Overview: The Office of the Chancellor at Rutgers University-Newark (RU-N) leads the strategic direction, operations, and public presence of one of the nation's most diverse public research universities. RU-N is a designated Hispanic-Serving Institution (HSI), Minority-Serving Institution (MSI), and Asian American and Native American Pacific Islander-Serving Institution (AANAPISI), and serves as an anchor institution deeply connected to the city of Newark. Within the Office of the Chancellor, the Office of Strategy and Operations advances the Chancellor's priorities through institutional planning, cross-campus coordination, and signature events that bring together students, faculty, alumni, donors, elected officials, and community partners. We seek collaborative, mission-driven professionals who want their work to have visible impact on campus and in the community.

Posting Summary: Rutgers University-Newark (RU-N), an urban public research university and anchor institution located in Newark, New Jersey, is seeking an Associate Director of University Events. Reporting directly to the Chief of Staff and Vice Chancellor for Strategy and Operations in the Office of the Chancellor, the Associate Director is responsible for planning, organizing, and executing high-visibility institutional events and ceremonies that advance the Chancellor's strategic priorities and executive agenda.

This is not solely a logistical role. The Associate Director must be highly strategic, capable of handling last‑minute VIP requests, politically sensitive engagements, donor considerations, and media coordination. The position works cross-functionally across the institution to design, implement, and formally evaluate events for continuous improvement. Core events include Homecoming, Commencement, and Convocation, as well as the full range of Chancellor-sponsored programs and engagements described below.

The Associate Director works closely with academic schools, Student Affairs, Facilities, Public Safety (RUPD), Marketing and Communications, the Office of Research and Sponsored Programs (ORSP), the Rutgers University Foundation, and external partners to coordinate all logistical and strategic components of high‑visibility events. Sound budget management, relationship stewardship, and adherence to reasonable timelines are essential expectations of this role.

This position requires a flexible work schedule including evenings and weekends during peak event periods. This position does not carry direct supervisory authority over regular employees.

This position is responsible for, but not limited to, the following:

• Homecoming (in partnership with the Rutgers University Foundation)
• Commencement
• Convocation
• Chancellor's Speaker Series
• Leadership retreats
• Ribbon cuttings
• VIP events hosted by the Chancellor
• Provost's Office - Faculty awards events and faculty socials
• Athletics awards events
• Chancellor's Signature Events such as the Chancellor's STAR Night (in partnership with the Rutgers University Foundation)
• Research summits and symposia (through the Office of Research and Sponsored Programs))
• Press conferences in partnership with the VC for Marketing and Communications, with the exception of emergency operations
• Hosted events for elected officials or donors
• Board events (working with Central for Board of Trustees and Board of Governors) and Advisory Board meetings

FLSA: Exempt

Grade: 07

Salary Details:

• Minimum Salary: 89008.480
• Mid Range Salary: 110322.480
• Maximum Salary: 131636.480

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:

• 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: 37.5

Standard Hours: 37.50

Work Arrangement: Consistent with the current application of Rutgers Policy 60.3.22 or the applicable provisions of relevant collective negotiations agreements, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or discontinuation, and contingent on the employee receiving approval in the FlexWork@RU Application System.

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 required in Event Management, Communications, Business Administration, Higher Education Administration, or a related field.
• Minimum 5-7 years of progressively responsible experience in event planning and management, preferably in higher education, nonprofit, or corporate environments.

Certifications/Licenses:

Required Knowledge, Skills, and Abilities:

• Demonstrated experience planning and executing large-scale, high-visibility events and ceremonies (1,000+ participants; commencement, convocation, or comparable ceremonial event experience strongly preferred).
• Strong strategic thinking skills; ability to understand and advance an executive agenda through event design and execution.
• Demonstrated ability to handle last‑minute VIP requests, politically sensitive engagements, donor considerations, and media coordination with professionalism and discretion.
• Strong project management skills with the ability to manage a broad, complex portfolio of concurrent events across different planning stages.
• Demonstrated ability to exercise independent judgment and work with a high degree of autonomy in fast‑paced, deadline‑driven environments.
• Excellent written and verbal communication skills; sound judgment, professional integrity, tact, and discretion in working with executive administrators, elected officials, donors, and external stakeholders.
• Sound budget management skills and demonstrated ability to execute events within approved financial parameters.
• Strong relationship management skills across a diverse range of internal and external constituencies.
• Ability to work evenings and weekends during peak event periods; ability to lift up to 50 lbs.
• Proficiency with Microsoft Office Suite, event management software, and space reservation/scheduling systems.

Preferred Qualifications:

• Master's degree in Higher Education Administration, Event Management, Business Administration, Communications, or a related field - or equivalent professional experience.
• Experience in higher education, with familiarity with academic ceremony traditions and institutional protocol.
• Experience working in or directly supporting an executive or chancellor's office.
• Project Management Professional (PMP) or Certified Meeting Professional (CMP) certification.
• Experience coordinating events involving elected officials, donors, media, or community partners.
• Familiarity with Rutgers University systems including ROCS, PeopleSoft, and university procurement platforms.

Equipment Utilized:

• Microsoft Office Suite (required); event management and registration software (e.g., Cvent, Eventbrite, or equivalent); space reservation and scheduling systems (e.g., EMS or equivalent); audiovisual and production coordination tools; social media platforms; procurement and contract management systems consistent with Rutgers University policy.

Physical Demands and Work Environment:

• This is a hands‑on position requiring evening and weekend work during peak event periods.
• The Associate Director must be able to lift and move boxes and event materials up to 50 lbs. Travel to off-site venues and other campuses is required as needed.
• A flexible work schedule is essential.
• The person in this role must be able to perform the essential functions with or without reasonable accommodation.

Special Conditions:

Posting Details

Posting Number: 26ST1978

Posting Open Date: 10/26/2026

Special Instructions to Applicants:

Regional Campus: Rutgers University-Newark

Home Location Campus: Rutgers University-Newark

City: Newark

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