Special Events Coordinator

University of Hawaii Foundation
US - Hawaii - Honolulu
December 19, 2024

POSITION SUMMARY

The Special Events Coordinator (Coordinator) is responsible for supporting the creation and implementation of the University of Hawai'i Foundation (UHF) events that strategically advance the University of Hawai'i (UH) and UHF. The Coordinator will provide advanced administrative support for the department to ensure effective donor engagement activities. The design, implementation and follow-through of events are central to the UHF's public relations, resource development, donor relations, programs and services, and advocacy. Key responsibilities include overall administration and implementation of on-line event registration, vendor research for all full-service events, assisting with organizing and executing events and overall operation of the department.

REPORTS TO

Associate Vice President of Alumni and Community Engagement

ESSENTIAL FUNCTIONS

Specific responsibilities and performance expectations include:

Administer and manage on-line event registration to include UHF, UHFAR and unit requests. Responsible for maintaining a consistent & cohesive process. Collaborate with support departments namely fiscal, communications and data on future developments and/or software-program elements. In addition, manage day-to-day maintenance to include page design, verifying approval processes, maintain upkeep and correspondence with select requestors &/or administrators.
Work independently and autonomously or as part of larger team when necessary to coordinate event requirements:
including site requirements, food and beverage, equipment, technical requirements, lodging, transportation, security, parking, set-up/floor plan, VIP/guest services, decorations, entertainment, ancillary programs, speakers, risk assessment and management, and other support crew and event-related costs. Provide content for invitations, programs, scripts, briefings, online registration, biographical information, calendars, letters, and oversee invitation mailings, eblasts and RSVPs.
Manage and maintain event information and maintenance in client/donor database (UHF's Makana).
Represent the Foundation and the department in a positive manner internally, to the university, and to the community.
Establish and maintain positive working relationships with internal and external parties.
Manage and maintain current department resources which include UHF event calendar and department calendar, UHF training folder, venue and vendor information and event forms.
When necessary, provide advanced administration and office support, which includes screening and handling telephone and electronic communications, greeting and directing visitors, making travel arrangements, maintaining files, fiscal tasks, keeping a running inventory of department supplies, and attend to administrative and managerial issues and inquiries as they arise.
Keep abreast of and practice general business and office procedures and policies.
Manage confidential and sensitive information.
Serve as liaison to internal and external service providers.
Work collaboratively and in constant partnership with UHF units to support fundraising, outreach, and engagement efforts.
Other duties as assigned.

EVALUATION

The Coordinator will meet periodically with his/her supervisor to review ongoing progress within Special Events and annually to put in place a strategic plan for the year. This plan will include goals for each of the basic responsibility categories as well as professional development goals. At the end of each year, the Coordinator and his/her supervisor will review progress toward the annual goals.

QUALIFICATIONS

Bachelor's degree preferred.

Experience with Eventbrite/MailChimp preferred.

Experience in event or administrative support preferred.

Demonstrated ability to work under pressure, meet deadlines, and remain flexible through ever-changing circumstances while maintaining a calm and professional demeanor.

Excellent organizational skills, oral/written communication skills, and interpersonal skills.

The ability to work effectively in a large, complex, and dynamic organization, balancing competing priorities with excellent interpersonal and communication skills with the ability to build consensus and cohesion.

Proven teamwork skills and demonstrated ability to work effectively with leadership, faculty, staff, donors, and volunteers.

Thorough knowledge of office methods, procedures, and practices, and ability to compose clear and concise internal and external correspondence. Proficient in Microsoft Office; working knowledge of Advance (UHF's Makana) or similar CRM desired; familiarity with online financial management applications and InDesign a plus.

Flexible and able to coordinate multiple activities simultaneously and prioritize to effectively meet event timeliness to multi-task; can work within an ambiguous, fast-moving environment and demonstrated resourcefulness in setting priorities.

Ability to be service oriented to ensure all customers (internal and external) have their needs met in an efficient and timely manner.

Sensitivity to confidential information.

This position at times requires extensive evening and weekend work.

Able to lift 25 pounds

A strong sense of professional ethics, and commitment to the core values of trust, teamwork and excellence, accountability, and service.

WORKING CONDITIONS

Based at the central office located at 1810 University Ave., Suite 300, Honolulu, HI, the Coordinator will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attend a meeting, or performing desk work. The Coordinator may need to visit areas of the University campus as well as other locations in and around the island. The employee must have a valid driver's license and acceptable driving record. The Coordinator may need to work evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour work week. The employee must be able and willing to travel upon request.

Read the full job description and apply online on the recuiter's web-site

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