Conference & Special Events Coordinator

Conference & Special Events Coordinator University of Hawaii - 4.2 Honolulu, HI Job Details Temporary | Full-time 1 day ago Qualifications Computer operation Google Workspace Expense management Writing skills Employee relationship building Contract management in education Procurement contract management Contracts Event contract management Productivity software Root cause analysis

Full Job Description JOB Position Title:

Conference & Special Events Coordinator Position Number:

0096636

T Hiring Unit:

Outreach College, Summer Sessions Location:

UH at

Manoa Date Posted:

June 15, 2026

Closing Date:

June 29, 2026

Band:

B Salary:

salary schedules and placement information

Month:

11-month

Temporary/Permanent:

Temporary Annual renewal contingent upon availability of funds, program needs, and satisfactory performance Duties and Responsibilities (• denotes essential functions): 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 (e.g., 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.

Minimum 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, such experience must include budget creation and/or fiscal management; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated. Considerable working knowledge of principles, practices and techniques in the area of conference management and event registration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with event coordination/planning and contract management. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals. Demonstrated ability to operate a personal computer. If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Supplemental Minimum Qualifications:

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.

Desirable Qualifications:

Experience working in higher education, non-profit, cultural institution or research-focused settings. Familiarity with conference management platforms (e.g., Cvent, Eventbrite) and virtual/hybrid event technologies (e.g., Zoom, Teams, livestreaming). Budget development and financial tracking experience

To Apply:

Click on the "Apply" button on the top right corner of the screen to complete an application and attach required documents to the online application. Cover letter indicating how you satisfy the minimum and desirable qualifications; Current resume; Names and contact information (including email addresses) of 3 professional references; and Copy of official undergraduate and/or graduate (as applicable) transcripts indicating degree conferred date with confidential information (i.e. social security number, date of birth) redacted. Original official transcripts are required upon hire. Degree must be earned from an accredited college and/or university. For degrees earned from an institution outside the U.S., you must provide a course-by-course analysis and equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc. at your own expense upon hire. Only the most recent application will be reviewed. All items become the property of the University of Hawaii and will not be returned. Late, incomplete, or unreadable application materials will not be considered.

NOTE:

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Inquiries:

EXAMPLE OF DUTIES

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/ Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks. In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/ , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office. In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.