Conference & Special Events Coordinator

The University of Hawai'i at Manoa is a prestigious public research university located in Honolulu, Hawai'i. It serves as the flagship campus of the University of Hawai'i System offering a diverse range of undergraduate, graduate, and professional programs. The campus is known for its commitment to academic excellence, innovation, cultural diversity, and community engagement. Within the university, the Outreach College and Summer Sessions unit plays a vital role in extending educational opportunities beyond the traditional student body by coordinating conferences, special events, and continuing education programs. These functions help foster collaboration among academic colleagues, professionals, and community stakeholders locally and globally, thereby advancing the university's mission to promote learning and discovery. The university values inclusivity, diversity, and accessibility, embedding these principles into its programs and administrative practices.

The Conference and Special Events Coordinator is a pivotal position within the Outreach College and Summer Sessions unit at UH at Manoa. This temporary role (11-month appointment) is designed for a highly motivated professional specializing in event coordination, with an emphasis on academic conferences, symposia, and special events. The coordinator will be responsible for managing all aspects of event planning from inception to successful completion. This includes working closely with faculty organizers, guest speakers, vendors, and attendees to ensure seamless event execution. The coordinator will negotiate contracts with external service providers such as catering and audiovisual companies, develop detailed event timelines and budgets, and oversee logistics to meet and exceed expectations.

Beyond logistical coordination, the role demands exceptional communication and organizational skills to manage pre- and post-event correspondence, produce comprehensive event reports, and implement improvements. The coordinator will serve as the primary point of contact during events, supervise event setup, registration, and hospitality services while troubleshooting issues in real time. The position also involves collaborating with various university departments to promote event services, manage travel and lodging arrangements, oversee venue selection and room scheduling, and ensure compliance with institutional policies and safety regulations.

The ideal candidate possesses a bachelor's degree in hospitality and event management, communications, public relations, or a related field coupled with at least three years of progressively responsible experience in large-scale event management. Experience with budget creation and fiscal management is essential. Additional qualifications include proficiency in event management software, Microsoft Office or Google Workspace, and excellent verbal and written communication skills. The ability to work flexible hours, including evenings and weekends, is necessary to meet event requirements.

This opportunity offers a dynamic environment where the coordinator can apply creativity and strategic planning skills to facilitate enriching academic and professional gatherings. The position's annual renewal is contingent on funding availability, program needs, and satisfactory performance. Candidates who thrive in fast-paced, detail-oriented settings and who are passionate about community building through event programming are encouraged to apply. University of Hawai'i at Manoa supports equal opportunity employment and seeks candidates dedicated to inclusive excellence.