• Hourly Event Planner (Part-Time)

    New Jersey Institute of Technology (Newark, NJ)


    Title:

    Hourly Event Planner (Part-Time)

    Department:

    Office of the Provost

    Reports To:

    Senior Director, Events and Engagement

    Position Type:

    Staff

    Position Summary:

    We are seeking a creative, detail-oriented, and highly organized Part-Time Event Planner to support the planning and execution of various university events, including commencement, convocation, conferences, receptions, award ceremonies, research showcases, lectures, and luncheons. The ideal candidate will have strong project management skills, an eye for detail, and a passion for creating memorable, well-coordinated experiences for guests.

    Essential Functions:

    Event Planning & Coordination:

    -Assist in planning, coordinating, and executing in-person events from concept to completion.

     

    -Develop and maintain event timelines, budgets, and checklists.

     

    -Research and secure venues, vendors, and event-related services (catering, audiovisual, décor, entertainment, etc.).

     

    -Coordinate event logistics, including set-up, breakdown, and on-site management.

    Vendor & Stakeholder Relations:

    -Communicate with vendors, sponsors, and partners to ensure event requirements are met.

     

    -Assist with vendor contracts and maintain positive relationships with service providers.

    Marketing & Communications:

    -Assist in developing event promotional materials, invitations, and website content.

     

    -Coordinate event registration and guest communications.

     

    -Ensure brand consistency and professionalism in all event materials.

    On-Site Execution:

    -Oversee event set-up and troubleshoot any issues that arise.

     

    -Manage event volunteers and assist vendors to ensure smooth operations.

     

    -Greet and engage with attendees to ensure a positive experience.

    Post-Event Activities:

    -Conduct post-event evaluations and prepare reports on event outcomes.

     

    -Maintain organized records of event details, budgets, and vendor information.

    Prerequisite Qualifications:

    Education & Experience:

    -Bachelor’s degree in Event Management, Hospitality, Marketing, or related field preferred (or equivalent experience).

     

    -1–3 years of event planning experience (higher education, preferred).

    Skills & Competencies:

    -Excellent organizational and multitasking skills with strong attention to detail.

     

    -Strong written and verbal communication skills.

     

    -Ability to work independently and as part of a team.

     

    -Proficiency in Microsoft Office Suite, Google Workspace, and event registration platforms.

     

    -Experience with social media event promotion is a plus.

    Other Requirements:

    -Flexibility to work in the office and some evenings/weekends.

     

    -Ability to lift and transport event materials (up to 25 lbs).

     

    -At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

    Salary Information:

    In compliance with the NJ Pay Transparency Law, the hourly range for this position is $25.00-$30.00 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.

    FLSA:

    Non-Exempt

     

    Part-Time

    Suggested Schedule by Semester:

    Fall Semester: Nexus of Excellence Award Ceremony and Reception, Commencement Prep, Town Hall, Holiday Celebrations, other events as assigned.

     

    -September 2 - December 19, 2025 (15 weeks - Off Thanksgiving/Christmas Weeks).

     

    -2 days on campus to align with Sr. Director’s schedule - 5 hours each day (except event day - on campus for event duration).

     

    -Up to 10 hours per week remote.

     

    Spring Semester: Commencement, AI Exploration other events as assigned.

     

    -Conference, Dana Knox Research Showcase, Board Day Luncheon, Convocation Prep.

     

    -January 5 - May 31, 2026 (21 weeks).

     

    -3 days on campus to align with Sr. Director’s schedule - 6 hours each day (except event day - on campus for event duration).

     

    -Up to 7 hours per week remote.

     

    Summer: Convocation, New Faculty Orientation, Welcome Week Events, other events as assigned.

     

    -June 1 - August 30, 2026 (13 weeks).

     

    -1 day on campus to align with Sr. Director’s schedule - 6 hours (except event day - on campus for event duration).

     

    -Up to 9 hours per week remote.