Arts in Health Initiative Program Manager

Duties and Responsibilities

• Executive & Administrative Support – 40%
• Manage and maintain the Endowed Chair’s calendar, schedule meetings, and coordinate logistics for all program activities.
• Prepare briefing materials, agendas, meeting minutes, correspondence, reports, and presentations on behalf of the Endowed Chair.
• Afford assistance with other administrative and organizational tasks as assigned.
• Cookout outreach to prospective partner organizations: draft correspondence, schedule meetings, prepare materials, and manage follow-up.
• Support management of Arts in Health program budgets across multiple initiatives, including tracking expenditures, processing procurements and reimbursements, and maintaining accurate financial records.
• Prepare budget reports and summaries for the Endowed Chair.
• Ensure financial transactions comply with Rutgers University policies and procedures.
• Event Production & Program Coordination – 25%
• Serve as lead event producer and coordinator for signature Arts in Health programs, including the Distinguished Arts in Health Residency Program, the Arts in Health Salon and Speakeasy Series, the Well-Being Concert Series, and Scarlet Arts Rx events. Key responsibilities include but are not limited to:
• Manage all aspects of event logistics: venue scouting and reservations, artist and vendor contracting, catering, AV/technical needs, invitations, RSVPs, on-site execution, and post-event follow-up including the development and administering of evaluation surveys.
• Attend and actively represent the Arts in Health Initiative at both Initiative led events (e.g. Salons & Concerts) and events at which the Arts in Health Initiative has been invited to participate (e.g. professional meetings), including frequent evening and periodic weekend programming.
• Cookout with artists and their management, handling professional communications with performers, agents, and high-profile guests with discretion and professionalism.
• Manage event promotion including designing and distributing flyers, tabling at campus events, and coordinating listings across campus calendars, listservs, and outside platforms.
• Photograph events and gather survey data and testimonials to support program documentation and reporting.
• Arts in Health Research Lab Coordination – 25%
• Serve as Lab Coordinator (up to 5 hours/week) for the Arts in Health Research Lab, a partnership between Mason Gross School of the Arts, the Rutgers School of Public Health, and the New Jersey Performing Arts Center (NJPAC).
• Cookout Lab meeting scheduling, prepare agendas, and produce and distribute meeting minutes.
• Organize Lab events, convenings, and related activities in collaboration with partner institutions.
• Serve as the main point of contact for all members of the Arts in Health Lab.
• Manage the Arts in Health Lab website and email communications
• Maintain Lab records, communications, and shared organizational resources.
• Social Media & Communications – 5%
• Develop, manage, and grow the Arts in Health Initiative’s social media presence across platforms including Instagram and others, with a focus on building audience, engagement, and brand identity.
• Create visually compelling digital content using design tools; post to Instagram, campus wellness calendars, listservs, and relevant platforms. Develop, coordinate, and execute social media campaigns in collaboration with campus partners including but not limited to Zimmerli Art Museum, Rutgers Health and others.
• Draft and edit external communications, newsletters, and web content that accurately represent the mission and activities of the Arts in Health Initiative.
• Cookout with the Mason Gross School of the Arts communications office and the Scarlet Arts Rx Coordinator to align messaging and amplify program visibility.
• Other Duties – 5%
• Effectively and efficiently perform other duties as assigned.

Requirements

• Minimum Education and Experience
• Bachelor’s degree required
• Minimum of two (2) years of professional experience in program coordination, event production, arts administration, higher education administration, public health programming, nonprofit management, or a closely related field.
• Required Knowledge, Skills, and Abilities
• Exceptional organizational skills and attention to detail, with a demonstrated ability to design and maintain complex scheduling, tracking, and documentation systems. Proven capacity to manage multiple initiatives simultaneously, prioritize effectively, and maintain accurate, up-to-date records.
• Strong written and verbal communication skills, including the ability to communicate professionally and diplomatically with artists, artist management, senior university leaders, community partners, and the public.
• Demonstrated experience managing multiple complex projects simultaneously in a fast-paced environment.
• Experience managing program budgets, including procurement, reimbursements, and financial record-keeping.
• Experience planning and executing public-facing events.
• Experience developing and managing organizational social media accounts.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace, Canva, and social media platforms; willingness and ability to learn new tools and platforms quickly.
• Ability to work independently with minimal supervision, exercise sound judgment, take initiative, and problem-solve effectively.
• Demonstrated ability to work successfully in an entrepreneurial, start-up environment where systems and processes are being built from the ground up.
• Demonstrated commitment to expanding access, honoring diverse perspectives, and using the arts to support the health and well-being of all communities.
• Preferred Qualifications
• Familiarity with or demonstrated interest in the arts in health field, including arts and well-being programming, social prescribing, creative arts therapies, or related areas.
• Experience working in or with arts organizations, healthcare institutions, universities, or community health organizations.
• Familiarity with Rutgers University administrative systems (e.g., Workday, Concur, Qualtrics, Canvas, or similar platforms).
• Experience with program evaluation data collection and entry (e.g., Qualtrics).
• Graphic design, photography, or multimedia content creation skills.
• Experience working with or coordinating high-profile talent, performers, or celebrity guests.
• Experience with grant administration or research coordination.

Equipment Utilized

• Computer, printer/photocopier, smartphone/camera for event documentation, standard AV and event equipment.