Senior Program Administrator, Assistant Director

Title: Senior Program Administrator, Assistant Director

Location: Piscataway United States

Job Description:

Position Details

Position Information

Recruitment/Posting Title Sr. Program Administrator (Sr. Assistant Director, Career Fair Strategy & Event Experience) Job Category URA-AFT Administrative Department Career Exploration and Success 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 a Sr. Program Administrator (Sr. Assistant Director, Career Fair Strategy & Event Experience) for the Career Exploration and Success. Reporting to the Associate Director of Recruiting Initiatives & Operations, this position oversees the planning, execution, and continuous improvement of Rutgers' flagship recruiting events-including the multi-day Career & Internship Mega Fairs-and CES's boutique and interest-specific career fairs. These university-wide events engage students and alumni across all disciplines and degree levels while attracting top employers from a wide range of industries. The role also chairs cross-functional planning committees, manages budgets and event-related revenue collections, evaluates third-party virtual fairs, and supervises a student colleague and student organization volunteers to ensure a high-quality, inclusive, and professionally branded experience for all participants.

Among the key duties of this position are the following:

• University-wide Career & Internship Fairs - Leads the strategy, planning, and execution of CES's large-scale career fairs, including the Fall, Winter, and Spring Career & Internship Mega Fairs. Manages employer registration, vendor relationships, and student outreach in coordination with employer relations, advising, and marketing teams. Serves as the primary contact for employer support and fair communications, ensuring a seamless, branded experience for all participants.
• Boutique and Identity-Based Fairs - Provides operational support and strategic oversight for CES's boutique and identity-focused career events-whether in-person or virtual-in partnership with campus partners. Ensures these smaller-scale events maintain consistency with CES quality standards and branding.
• Leadership & Budget Management - Chair plans committees for major events and manage all fair-related budgets, revenue tracking, and sponsorship payments. Supervises a student colleague and coordinate the involvement of student organization volunteers who assist during events through fundraising partnerships. Mentors a graduate coordinator assigned to manage a smaller-scale fair.
• Virtual Fair Evaluation - Identifies and evaluates third-party virtual career and internship fairs hosted by trusted external partners. Collaborates with marketing to promote these events and ensure access in industries or regions not directly served by CES programs.
• Miscellaneous - Participates in CES department, unit, and team meetings, and university working groups as assigned. Contributes to special projects, peak recruiting event support, and internal initiatives. Engages in professional development opportunities to stay current with best practices in employer engagement, event management, and recruiting technology. Additional responsibilities may be assigned to support CES's mission and evolving priorities.

FLSA Exempt Grade 06 Salary Details Budgeted Starting Salary range is $78,020 - $80,000 Minimum Salary 75382.00 Mid Range Salary 93917.00 Maximum Salary 112452.00 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 offers a comprehensive benefits package to eligible employees, based on position, which includes:

• 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
• Life insurance coverage
• Employee discounts programs

For detailed information on benefits and eligibility, please visit: http://uhr.rutgers.edu/benefits/benefits-overview.

Position Status Full Time Working Hours (per week) Standard Hours 37.50 Daily Work Shift 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

• A bachelor's degree and at least five years of relevant experience, a master's degree and three years of relevant experience, or an equivalent combination of education and related experience. Candidates should demonstrate strong experience in large-scale event planning, employer engagement, and cross-functional program leadership.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Demonstrated success in event strategy, planning, and logistics.
• Strong communication skills and the ability to represent a unit publicly to employers, vendors, and campus leaders.
• Experience making independent decisions in high-pressure or fast-changing environments.
• Ability to coordinate across departments and lead planning committees.
• Comfort with revenue tracking, sponsorship management, and vendor coordination.

Preferred Qualifications

• Experience in career services, employer relations, or higher education event planning.
• Experience with college recruiting or university relations, especially from an employer-facing or talent acquisition role.

Equipment Utilized

• Career management systems such as Handshake or equivalent.
• Standard office and collaboration software (Microsoft Office, Google Suite).
• Scheduling platforms, virtual event tools, and event registration/payment systems.

Physical Demands and Work Environment

• Must be willing and available to work some nights and weekends when needed.
• Must be comfortable with complex situations and environments.
• At minimum, all staff are required to wear business casual attire unless otherwise specified.

Special Conditions

Posting 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.

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

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Do you meet one of the following qualifications: a bachelor's degree with five years of relevant experience, a master's degree with three years of relevant experience, or an equivalent combination of education and related experience?

• Yes

• No

• • Do you have experience leading the strategy and execution of large-scale university-wide career or recruiting fairs?

• Yes

• No

• • Do you have experience coordinating with external vendors or facilities teams to support public-facing events?

• Yes

• No

• • Do you have experience managing event budgets, including registration fees, sponsorships, or revenue collection?

• Yes

• No

• • Have you chaired cross-functional planning committees or led collaboration across multiple areas for a shared initiative or event?

• Yes

• No

• • Do you have experience supervising student staff or volunteers during high-volume recruiting or employer engagement events?

• Yes

• No

• • Do you have experience evaluating third-party recruiting events and making recommendations for institutional participation or promotion?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of Professional References (contact Info)

Optional Documents