Special Events Coord, UH Manoa Athletics

Honolulu, HI, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $55,000.00 - $60,000.00

Work Schedule

Weekend Shifts

Benefits

10% 403(b) contributions

term life insurance

AD&D insurance

Short term disability insurance

long term disability insurance

Tuition Reimbursement

Employee assistance program

generous PTO

Paid holidays

Health Insurance

prescription insurance

Dental Insurance

Vision Insurance

Free parking

Job Description

The University of Hawaii Foundation, founded in 1955, plays a pivotal role as the central fundraising entity for the University of Hawaii System. Established to cultivate private support for the university, the Foundation operates as an independent, institutionally related 501(c)(3) non-profit organization. It manages an extensive portfolio of over 7,000 gift accounts that directly benefit the university and its students. Although legally separate from the University of Hawaii, the UH Alumni Association, and other affiliates, the Foundation cooperates closely with these entities and the broader community to promote the welfare and advancement of the university. The Foundation’s vision is centered on inspiring giving and fostering a spirit of pride and partnership among donors, alumni, and the community. Its mission is to connect the passions of donors with the aspirations of the University of Hawaii by raising philanthropic support and managing private investments aimed at benefiting UH, the people of Hawaii, and future generations. The Foundation strongly values integrity, trust, and collaboration which guide its relationships and decisions across the university and community.

The Special Events Coordinator position within the University of Hawaii Foundation serves as an integral member of the Special Events Team, focused specifically on supporting the UH Manoa Athletics department. Based at the UHM campus, the Coordinator plays a critical role in the planning, coordination, and delivery of fundraising events that directly contribute to the university’s athletics initiatives. This position demands a dynamic individual capable of managing logistical details, assisting with administrative duties, and fostering communication among diverse stakeholders such as UHF and university leadership, athletics and coaching staff, vendors, and donors. The Coordinator is responsible for organizing event calendars, maintaining databases, drafting communications, and following through on post-event activities to ensure continued engagement and effective stewardship of donors and supporters. Given the nature of the role, flexibility for occasional evening and weekend work is required, as well as readiness for interisland or national travel when needed. The role reports to the Associate Vice President of Alumni and Community Engagement and requires close collaboration with multiple departments within UHF and the UH System.

This position offers exciting opportunities to contribute meaningfully to the growth of university athletics through high-profile special events while upholding the Foundation's mission to support the university community. The ideal candidate will demonstrate strong organizational skills, attention to detail, and effective communication abilities to navigate the complexities of event management within a nonprofit fundraising context. The role requires hands-on involvement across various stages of event production including research, planning, execution, and post-event follow-up. Participation in internal process improvements and relationship-building initiatives further enhances the strategic impact of this position within the Foundation.

With a comprehensive benefits package and commitment to professional development, the University of Hawaii Foundation fosters an inclusive and supportive work environment for its staff. The Special Events Coordinator position is a key contributor to the Foundation’s ongoing success in cultivating philanthropy that sustains and enriches the University of Hawaii’s mission and vision for future generations.

Job Requirements

Bachelor’s degree required
a minimum of one year of progressive experience in non-profit organizations especially in alumni, development, education, or membership settings is preferred
must possess a valid driver’s license as well as pass a background check including driving record upon offer of employment
a reliable mode of transportation required
ability to sit at a desk and use a computer for extended periods of time
occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs
ability to operate general office equipment such as a computer, printer, photocopier, scanner, phone system
hand-eye coordination and manual dexterity to use office equipment and handle paperwork
visual acuity to read printed and electronic documents and computer screens
ability to communicate verbally and in writing so others will understand
hearing and speaking abilities for in-person, phone, and video conversations

Job Qualifications

Bachelor’s degree
a minimum of one year of progressive experience in non-profit organizations especially in alumni, development, education, or membership settings preferred
must possess a valid driver’s license
ability to communicate verbally and in writing
familiarity with general office equipment
strong organizational and interpersonal skills

Job Duties

Provide the UHF UHM Athletics Development team fundraising event planning, coordination and execution support
assist the UHF UHM Athletics Development team with special events administrative support related to discovery, engagement, fundraising and stewardship
serve as a liaison and resource for UHF UHM Athletics Development team, UHM Athletics Department, coaching staff, facilities, marketing, external vendors and other key constituents
maintain and organize the calendar of events and fundraising events for UHM Athletics
update and assist with the Foundation database with changes or additions to contact information, enter contact reports, and follow up on inquiries
organize and facilitate meetings, schedule and coordinate dates, times, venues, attendance, agenda, and facilities, compile briefings and take notes when necessary
assist with preparing for meetings and other activities, then document and organize the follow-up requirements at the end of these activities
research, draft, and edit written communications that may include briefing materials for meetings and events, proposals, reports, and correspondence
gather, assemble and refine material and data required for correspondence, memorandums, reports, or other documents
establish and maintain effective working relationships with a broad constituency inside and outside UHF and the UH System
communicate in writing and/or verbally with high profile internal and external contingents including UH and UHF leadership, alumni, donors, and supporters
assist with event fiscal support, including processing expenses and revenues, monitoring event invoices and expenditures, and gathering account information
regularly deal with diverse matters requiring a broad knowledge of the Foundation’s organizational operations and policies necessary to ensure appropriate decision-making protocols are followed
regularly work with information of a sensitive, highly confidential and strategic nature
assist the department in implementing and improving internal event processes, as well as promote and strengthen inter-department UHF/UH relationships
assist with additional UHF UHM Athletics fundraising special events functions as assigned
perform a wide variety of special project work