Marketing Specialist (#0080149T - Special Events Coordinator)

University of Hawaii•Kaka'ako - Honolulu, HI

9d•Onsite

About The Position

This position is for a Marketing Specialist, specifically functioning as a Special Events Coordinator. The role involves independently planning, managing, coordinating, and implementing events on behalf of the Dean, Director of the John A. Burns School of Medicine (JABSOM) Mini-Medical School Program, and other Kaka'ako location schools, colleges, departments, and units. Events can range from luncheons and dinners to receptions, dedications, concerts, commencements, honorary degree ceremonies, groundbreakings, and visits by dignitaries. The specialist will oversee all logistical operations, including invitation design and distribution, menu planning, vendor and work crew coordination, and facilities preparation. They will also direct and review the work of clerical and student assistants, partner with JABSOM and affiliate public information and government relations staff for event planning, and administer special educational seminars and workshops for the Mini-Medical School, including media capture and publication strategies. Budget management for special events and the Mini-Medical School operating accounts is a key responsibility, involving fiscal and administrative transactions, procurements, and disbursements. This includes initiating purchase orders, obtaining vendor quotations, managing a PCard, and reconciling purchases. The role also involves serving as a JABSOM representative on university-wide committees, designing event materials, collaborating with the University of Hawaii Foundation and Manoa/System offices, ensuring proper protocol adherence, developing event scripts, maintaining the special events calendar, and acting as a primary point of contact for various external stakeholders. Additionally, the specialist will manage building tour requests and conduct tours. This is a temporary, 11-month, full-time position with annual renewal dependent on funding and performance, starting approximately October 2026.

Requirements

Possession of a baccalaureate degree in business, communications, journalism, public relations, marketing, health sciences or related disciplines and 3 year(s) of progressively responsible professional experience with responsibilities for public relations/marketing and special events planning; 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 public relations/marketing and special events planning demonstrated by 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 systems associated with the area of public relations/marketing and special events planning.
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 members and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Working experience with events coordination in a graduate healthcare education organization or related institution.
Proficiency with word processing, spreadsheet, and database software.
Demonstrated ability to operate a digital photography camera and video camera.
Familiarity with post-secondary education organizational structures and policies.
Familiarity with conventional publication design layout concepts.
Demonstrated ability to communicate and present to all levels of management.
Possession of strong problem solving skills.
Demonstrated ability to work and manage multiple projects effectively in a rapidly changing environment.
Ability to travel independently in a timely and efficient manner, to various locations.
Ability to work evenings, weekends and holidays as assigned.

Nice To Haves

Familiarity with the University of Hawaii, UH Foundation, RCUH fiscal and administrative procedures and policies.
Master's degree in business, communications, journalism, public relations, marketing, or related discipline.

Responsibilities

Independently plans, manages, coordinates and implements events on behalf of the Dean, Director of the John A. Burns School of Medicine (JABSOM) Mini-Medical School Program and other Kaka'ako location schools, colleges, departments and other units.
Oversees all logistical operations for assigned events including the design, development and distribution of invitations and other collateral materials, menu planning, coordination of vendors and work crews, and facilities preparation.
Directs, assigns and reviews work of clerical and student assistants.
Partners directly with JABSOM and its affiliate public information staff and government relations staff as it relates to events planning and coordination for Dean's Office sponsored events and for the Mini-Medical School.
Administers specific special educational seminars and workshops for the Mini-Medical School, including but not limited to, overseeing media capture (video/photos) and collaborates on publication strategies.
Manages special events and Mini-Medical school operating budgets account information in accordance with established instructions and guidelines and operating instructions, including independent execution of fiscal and administrative transactions, procurements, and disbursements.
Initiates purchase order requests for various goods and services such as but not limited to rental fees.
Obtains quotations from vendors and provide recommendations to supervisor for authorization.
Manages PCard and authorizes and reconciles purchases related to special events for the Dean's office, Mini-Medical School and departmental purchases.
Works as a team member to identify, analyze, coordinate, and evaluate problems as they occur.
Serves as a key JABSOM representative on university-wide committees as needed and attends university functions on behalf of JABSOM.
Design and create brochures, leaflets, invitations, programs and other materials as required for the event, including background materials on individuals, programs or departments.
Works with the University of Hawaii Foundation and the University of Hawaii Manoa and System office staff to build relationships to collaborate in the planning and organizing events and/or activities.
Establishes and ensures proper protocol procedures are adhered to for all events and activities associated with the Dean's office; serves as a skilled protocol resource to Manoa schools, colleges, and departments as needed.
Collaborates with various presenters to develop, review, and finalize scripts for JABSOM special events.
In collaboration with senior leadership, develops and maintains the special events calendar for each academic term.
Serves as the primary point of contact and collaborates with event coordinator counterparts in the offices of the university executives, congressional delegations, governors, legislators, and community leaders.
Attends meetings, conferences, and other JABSOM events as requested or necessitated by the assignment to facilitate operations.
Manages building tour requests in coordination with various departments and conducts tours with the assistance of docents.
Independently screens and approves room suitability and availability, which includes preparing and submitting event requests for approval by the Dean's Office.
Other duties as assigned.