Conference & Special Events Coordinator

Honolulu, HI, USA|Onsite

Job Overview

Employment Type

Temporary

Full-time

Compensation

Salary

Range $40,000.00 - $56,500.00

Work Schedule

Flexible

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Tuition Assistance

flexible schedule

Job Description

The University of Hawai'i at Manoa Outreach College is a distinguished academic institution committed to offering innovative educational programs and community engagement opportunities. Situated in the vibrant Manoa Campus in Honolulu, HI, the Outreach College serves as a vital hub for continuing education, professional development, and public outreach initiatives. Known for its dedication to fostering lifelong learning, the college supports a diverse community through a variety of academic conferences, special events, and summer sessions designed to enrich the educational experiences of its participants. The institution prides itself on inclusivity, excellence in educational services, and fostering meaningful partnerships across campus departments and the broader community.

The Conference & Special Events Coordinator is a pivotal full-time temporary position within the Outreach College's Summer Sessions program. This role plays a critical part in managing and coordinating all facets of academic conferences, symposia, and special events from their initial conception through to successful completion. The Coordinator acts as the primary liaison among faculty organizers, guest speakers, vendors, and attendees, ensuring clear communication and smooth operation of events. Responsibilities include overseeing event logistics such as venue selection, scheduling, catering, audio-visual requirements, and compliance with institutional policies and safety regulations. A key aspect of this position involves negotiating and managing contracts with service providers, developing and managing event budgets and timelines, and ensuring the accessibility and overall quality of each event.

In addition to hands-on event coordination, the Coordinator supports the college’s mission by collaborating with communications staff to develop promotional materials, websites, and registration platforms. They also manage invitations, RSVPs, ticketing, and on-site registration while supervising event volunteers, student assistants, and temporary staff. Analytical duties such as collecting and assessing event feedback and preparing reports with recommendations for future improvements are integral to the role. Given the dynamic nature of academic events, the Coordinator must demonstrate flexibility and the ability to work evenings and weekends as necessary.

This position emphasizes a comprehensive skill set, including problem-solving, effective oral and written communication, and the capability to work autonomously while maintaining strong professional relationships. The opportunity to contribute to a prestigious educational institution while developing professionally in higher education event management makes this a rewarding role. The Coordinator will be part of a collaborative team environment where creativity, proactive planning, and meticulous attention to detail are essential for driving successful events that advance the college’s educational outreach and engagement goals.

Job Requirements

Possession of a baccalaureate degree in hospitality and event management, communications or public relations or related field
Three years of progressively responsible professional experience with responsibilities in large-scale conference and event management including budget creation and/or fiscal management
Considerable working knowledge of principles, practices and techniques in conference management and event registration
Working knowledge of applicable federal and state laws, rules, regulations associated with event coordination/planning and contract management
Ability to resolve complex problems using creative reasoning and logic
Strong ability to interpret and present information clearly in writing, verbally and through reports
Ability to establish and maintain effective working relationships with internal and external organizations
Proficiency in operating a personal computer
Demonstrated supervisory ability if applicable

Job Qualifications

Possession of a baccalaureate degree in hospitality and event management, communications or public relations or related field
Three years of progressively responsible professional experience with responsibilities in large-scale conference and event management including budget creation and/or fiscal management
Considerable working knowledge of principles, practices and techniques in conference management and event registration
Working knowledge of applicable federal and state laws, rules, regulations associated with event coordination/planning and contract management
Ability to resolve complex problems using creative reasoning and logic
Strong ability to interpret and present information clearly in writing, verbally and through reports
Ability to establish and maintain effective working relationships with internal and external organizations
Proficiency in operating a personal computer
Demonstrated supervisory ability if applicable
Proficiency with event management software and scheduling tools and Microsoft Office/Google Workspace
Excellent written and verbal communication abilities
Strong organizational, time management and problem-solving skills
Ability to work evenings and weekends as required
Experience working in higher education, non-profit, cultural institution or research-focused settings preferred
Familiarity with conference management platforms such as Cvent, Eventbrite and virtual/hybrid event technologies like Zoom, Teams, livestreaming is desirable
Budget development and financial tracking experience

Job Duties

Coordinate all aspects of academic conferences, symposia, and special events from conception to completion
Serve as the primary point of contact for faculty organizers, guest speakers, vendors, and attendees
Work with campus departments and units to communicate the various conference/event services available via Outreach College
Negotiate and manage contracts with external service providers such as catering, AV, rentals, printing
Develop and manage event timelines, budgets, and logistics
Provide pre- and post-event communications to participants
Supervise event set-up, registration, hospitality, and troubleshooting
Serve as lead point of contact during events to ensure smooth execution
Prepare event summaries, reports, and recommendations for future improvements
Oversee venue selection, room scheduling, catering, audio-visual needs, décor, and other event requirements
Ensure accessibility, safety, and compliance with institutional policies and applicable regulations
Coordinate travel, lodging, and honoraria for guest speakers and participants
Collaborate with communications staff to develop promotional materials, event websites, social media announcements, and registration platforms
Manage event invitations, RSVPs, ticketing, and on-site check-in
Train and manage student assistants, volunteers, and temporary staff as needed
Collect and analyze event feedback from participants and stakeholders
Maintain records, databases, and metrics on event participation and impact
Other duties as assigned