Job Overview
Employment Type
Temporary
Work Schedule
Flexible
Weekend Shifts
Benefits
Health Insurance
Retirement Plan
Paid Time Off
Professional Development
flexible schedule
Tuition Assistance
employee wellness program
Job Description
The University of Hawai'i at Manoa is a renowned public research university serving as the flagship institution of the University of Hawai'i system. Situated in the heart of Honolulu, Hawai'i, this university is committed to providing outstanding educational opportunities, fostering innovative research, and engaging actively with the diverse community it serves. Among its many departments, the Outreach College plays a pivotal role in extending educational access and professional development through a variety of programs, including summer sessions and specialized events. The Outreach College is dedicated to creating dynamic learning experiences that support both lifelong learning and academic achievement for students, professionals, and the local community.
The Outreach College, Summer Sessions division at the University of Hawai'i at Manoa is seeking a highly motivated and skilled Conference & Special Events Coordinator. This temporary 11-month position offers an exciting opportunity for a detail-oriented professional to manage and coordinate academic conferences, symposia, and special events from inception to successful completion. With an annual renewal contingent upon available funding, program needs, and satisfactory performance, this role is essential in ensuring the seamless execution of a wide range of events that support the university’s mission and campus community engagement.
The Conference & Special Events Coordinator will serve as the primary point of contact for faculty organizers, guest speakers, vendors, and attendees, overseeing every logistical aspect to deliver well-organized and impactful events. This role requires expertise in negotiating and managing contracts with external service providers such as caterers, audio-visual teams, rental companies, and printing services. The coordinator will develop and manage detailed event timelines, budgets, and logistical plans while ensuring compliance with institutional policies, safety protocols, and accessibility standards.
Critical responsibilities include supervising event setup, registration, hospitality, and on-the-day troubleshooting. The coordinator will oversee venue selection, room scheduling, and catering arrangements, collaborating closely with various campus departments to optimize event success. This position also requires coordinating travel, lodging, and honoraria for guest speakers, along with participation in promotional campaigns involving event websites, social media announcements, and registration platforms. Training and managing student assistants, volunteers, and temporary staff is key to supporting large-scale events.
The role demands strong communication skills, both written and verbal, along with the ability to analyze event feedback to recommend improvements. Familiarity with event management software, scheduling tools, and platforms like Cvent and Eventbrite for virtual and hybrid events is highly desirable. Candidates should have a thorough understanding of budget development, financial tracking, and contract management to ensure cost-effective execution of events. This position offers a unique chance to be part of a vibrant academic community, contributing to enriching experiences for participants and advancing the university's outreach initiatives through exemplary conference and event management.
The Outreach College, Summer Sessions division at the University of Hawai'i at Manoa is seeking a highly motivated and skilled Conference & Special Events Coordinator. This temporary 11-month position offers an exciting opportunity for a detail-oriented professional to manage and coordinate academic conferences, symposia, and special events from inception to successful completion. With an annual renewal contingent upon available funding, program needs, and satisfactory performance, this role is essential in ensuring the seamless execution of a wide range of events that support the university’s mission and campus community engagement.
The Conference & Special Events Coordinator will serve as the primary point of contact for faculty organizers, guest speakers, vendors, and attendees, overseeing every logistical aspect to deliver well-organized and impactful events. This role requires expertise in negotiating and managing contracts with external service providers such as caterers, audio-visual teams, rental companies, and printing services. The coordinator will develop and manage detailed event timelines, budgets, and logistical plans while ensuring compliance with institutional policies, safety protocols, and accessibility standards.
Critical responsibilities include supervising event setup, registration, hospitality, and on-the-day troubleshooting. The coordinator will oversee venue selection, room scheduling, and catering arrangements, collaborating closely with various campus departments to optimize event success. This position also requires coordinating travel, lodging, and honoraria for guest speakers, along with participation in promotional campaigns involving event websites, social media announcements, and registration platforms. Training and managing student assistants, volunteers, and temporary staff is key to supporting large-scale events.
The role demands strong communication skills, both written and verbal, along with the ability to analyze event feedback to recommend improvements. Familiarity with event management software, scheduling tools, and platforms like Cvent and Eventbrite for virtual and hybrid events is highly desirable. Candidates should have a thorough understanding of budget development, financial tracking, and contract management to ensure cost-effective execution of events. This position offers a unique chance to be part of a vibrant academic community, contributing to enriching experiences for participants and advancing the university's outreach initiatives through exemplary conference and event management.
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 in large-scale conference and event management including budget creation and/or fiscal management
- considerable knowledge of conference management principles and event registration practices
- knowledge of applicable federal and state laws, rules, regulations related to event coordination and contract management
- demonstrated problem-solving abilities using creative reasoning and logic
- ability to communicate clearly in writing and verbally
- skills in establishing and maintaining working relationships with various organizations and individuals
- proficiency with event management software and scheduling tools as well as Microsoft Office or Google Workspace
- capability to work evenings and weekends
- demonstrated supervisory and leadership abilities if applicable
Job Qualifications
- Possession of a baccalaureate degree in Hospitality and Event Management, Communications or Public Relations or related field and 3 year(s) 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 and understanding of applicable federal and state laws, rules, regulations and theories associated with event coordination/planning and contract management
- demonstrated ability to resolve complex problems through creative reasoning and logic
- demonstrated 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 and individuals
- 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
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
- 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
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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