Conference & Special Events Coordinator

University of Hawaii•Manoa Campus - Honolulu, HI

12h•Onsite

About The Position

This is a temporary, 11-month position at the University of Hawaii at Manoa's Outreach College, Summer Sessions. The Conference & Special Events Coordinator will be responsible for managing all aspects of academic conferences, symposia, and special events from conception to completion. This role serves as the primary point of contact for organizers, speakers, vendors, and attendees, and involves negotiating contracts, managing budgets and timelines, coordinating logistics, and ensuring smooth event execution. The position also includes collaborating on promotional materials, managing registration, training staff, and analyzing event feedback.

Requirements

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.
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.

Nice To Haves

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

Responsibilities

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.