Public Information Specialist (Events Coordinator) (pos #0080444)

University of Hawaii•Hilo, HI

2d•Onsite

About The Position

The University of Hawai'i at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawai'i, recognized for its integration of cultural immersion and place-based research that leverages the island's extraordinary geological, biological, and cultural diversity. A comprehensive, regional campus within the ten-campus University of Hawai'i system, UH Hilo offers high-quality undergraduate and select postgraduate education, with distinctive strengths in areas such as marine science, geology, astronomy, and Hawaiian language revitalization, while advancing research, scholarship, and creative activity that support community needs, environmental stewardship, Indigenous knowledge systems, and workforce development priorities for the State of Hawai'i. University Relations (UR) serves as the strategic communications, external engagement, and community relations arm of UH Hilo, advancing the institution's mission, visibility, and reputation through integrated marketing and communications, media relations, government relations, graphic services, web services, and institutional events. The unit supports enrollment, fundraising, community engagement, and institutional advancement goals by telling the UH Hilo story to diverse audiences across local, national, and international platforms. The Events Coordinator provides strategic leadership for institutional events across five major areas of responsibility: strategic events planning and development; budget and procurement; cross-departmental coordination and leadership; assessment and reporting; and community engagement and UR coordination. This position oversees the full lifecycle of institutional events at varying levels of service, from Chancellor's events to committee-driven campus activities, and supervises the Events Specialist.

Requirements

Possession of a baccalaureate degree in Communications, Marketing, Public Relations, Event Management, Hospitality Management, Social Sciences, Business Administration or related field and three (3) year(s) of progressively responsible professional experience with responsibilities for event planning, coordination and 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 event planning, coordination and management 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 planning, coordination and 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, apply word processing software, and event management platforms, and project management tools.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Working knowledge of procurement, purchasing, and fiscal processes sufficient to plan event budgets, coordinate vendor contracts, and ensure compliance with institutional policies and procedures.
Demonstrated ability to conceptualize and execute creative event concepts that engage diverse audiences and advance institutional goals.
Demonstrated ability to coordinate and lead cross-functional teams to accomplish complex, multi-stakeholder projects under deadline pressure.
Demonstrated ability to plan, organize, and manage large-scale events involving multiple departments, divisions, and external partners.
Demonstrated ability to navigate complex procurement, fiscal, and administrative processes with attention to detail, accuracy, and compliance.
Demonstrated creative thinking and ability to translate event concepts into well-executed, engaging experiences.
Demonstrated ability to multitask and handle a wide variety of assignments simultaneously on deadline.

Nice To Haves

Experience working with and knowledge of post-secondary education and its organizational structure, policies, and procedures.
Experience with community engagement, facility coordination, or conference services in a higher education or public-sector setting.
Proficient communication, orally and written, of the Hawaiian language, including an understanding of basic greetings, responses, and commonly used expressions.
Demonstrated cultural competency and ability to plan and execute events that reflect Indigenous knowledge, values, and protocols.
Experience incorporating Native Hawaiian and Indigenous perspectives into event design, community engagement, and institutional programming.

Responsibilities

Leads the strategic planning, development and execution of institutional events at varying levels of service, including full-service coordination for Chancellor's events.
Leads planning with cross-departmental support for signature annual events, including, but not limited to, commencement, homecoming, and alumni engagement activities.
Serves as lead point of contact for UH System events hosted at UH Hilo; and provides consultation and logistics support for committee-driven campus events.
Advances the strategic role of events as essential tools for community engagement, external relations, and institutional advancement; develops and implements creative event concepts that align with institutional priorities, reinforces the UH Hilo brand, and supports the goals of the UH Hilo Integrated Marketing and Communications Plan.
Serves as the primary point of contact for event planning, facility use, and campus space availability across campus departments, divisions and external organizations to ensure cohesive, high-quality events.
Establishes and maintains institutional event standards, protocols and best practices, including ceremonial procedures and protocol guidance for official university functions, in conjunction with the Director of Native Hawaiian Engagement.
Develops and maintains a comprehensive institutional events calendar and management system in coordination with campus departments and stakeholders.
Develops, manages, and monitors event budgets; advocates with institutional leadership for justified funding and resources necessary to execute quality events while ensuring efficient stewardship of allocated funds, fiscal accountability, and alignment with UH procurement policies.
Tracks and reconciles event expenditures, providing regular financial reports to UR leadership and identify opportunities for cost efficiencies.
Leads the development of policies, procedures, and informational materials related to external facility use, including future fee-based rental services as directed by institutional leadership.
Supervises and coordinates work direction to the Events Specialist, cross-departmental teams of 20-40+ contributors, volunteers and student assistants in the planning and execution of large-scale events.
Operationalizes executive leadership directives regarding campus-wide participation, commitment and contribution to institutional events with coordination of colleges, divisions and departments to ensure clarity of roles, expectations, and engagement requirements.
Develops and implements event-specific performance indicators and assessment process aligned with institutional goals and UH Hilo Integrated Marketing and Communications Plan, including attendance tracking, participant feedback and outcome measurements that indicate the effectiveness and inform continuous improvement.
Navigates university procurement processes to secure vendors, services, equipment and supplies involving the accurate management of contracts, purchase orders and reimbursements in coordination with UR administrative and fiscal support staff.
Builds and maintains relationships with community organizations, businesses, and nonprofits to position UH Hilo as a welcoming community hub for meetings and small conferences.
Coordinates with UR units (Marketing Communications, Graphic Services, Web Services and Government Relations) to ensure consistent messaging branding and promotional support for all events.
Prepares summary reports and recommendations for UR leadership to inform future event planning and demonstrate return on investment.
Other duties as assigned.