Public Information Specialist (Events Specialist) (pos#0097727)

University of Hawaii•Hilo, HI

2d•Onsite

About The Position

The University of Hawaii at Hilo (UH Hilo) is a public liberal arts and sciences university on the Island of Hawaii, 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 Hawaii 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 Hawaii. University Relations serves as the strategic communications, external engagement and community relations arm of the University of Hawaii at 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 Specialist provides operational and logistical support for institutional events under the direction of the Events Coordinator. This position contributes across five key areas: event logistics and operations; budget and procurement support; coordination and communication; cross-departmental support; and assessment and reporting. Day-to-day responsibilities include vendor coordination, registration systems, procurement processing, and cross-departmental communication to ensure well-executed events that advance the university's engagement and outreach goals.

Requirements

Possession of a baccalaureate degree in Communications, Marketing, Public Relations, Event Management, Hospitality Management, Social Sciences, Business Administration, or related field and one (1) year of progressively responsible professional experience with responsibilities for event planning, logistics, and coordination; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of event planning and coordination as demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with event planning and coordination.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of event planning and coordination.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
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, apply word processing software, and event management platforms, and project management tools.
Demonstrated ability to coordinate event logistics, including venue setup, vendor coordination, and day-of-event management.
Demonstrated creative thinking and ability to contribute innovative ideas for engaging and well-executed event experiences.
Demonstrated ability to navigate administrative, procurement, and fiscal processes with accuracy, persistence, and attention to detail.
Demonstrated ability to multitask and handle a wide variety of assignments simultaneously on deadline.
Demonstrated excellent interpersonal and organizational skills, attention to detail, and excellent written and verbal communication skills.

Nice To Haves

Experience working with and knowledge of post-secondary education and its organizational structure, policies, and procedures.
Experience with event registration platforms, project management tools, or event technology systems.
Basic proficiency in the Hawaiian language, including an understanding of basic greetings, responses, and commonly used expressions, and the ability to communicate them orally and in writing.
Demonstrated cultural competency and ability to support events that reflect Indigenous knowledge, values, and protocols.
Experience incorporating Native Hawaiian and Indigenous perspectives into event logistics, community engagement, and institutional programming.

Responsibilities

Develops and manages event registration systems and attendee workflows, including invitations, RSVPs, check-in processes, tracking and post-event communications using event management tool.
Coordinates with vendors and service providers for catering, equipment rental, photography, security, and other event services, ensuring timely and accurate delivery.
Prepares and processes procurement documents, purchase orders, reimbursement requests, and expense tracking in coordination with UR administrative and fiscal support staff, or independently as needed, in compliance with University Relations and university fiscal procedures.
Maintains and updates the institutional events calendar and management system in coordination with campus departments and the Events Coordinator.
Supports the Events Coordinator in planning and executing institutional events across all service tiers, including Chancellor’s events, signature annual events, UH System events, committee-driven activities, by coordinating cross-departmental teams, volunteers, and student assistants and implementing executive leadership directives on campus-wide participation and engagement.
Serves as a liaison with campus departments, facilities, security, parking, and other operational units to ensure event logistics are effectively coordinated
Collects and organizes post-event data, including attendance figures, participant feedback, budget reconciliation, and performance indicator metrics, to support assessment, outcome reporting, and continuous improvement aligned with the UH Hilo Integrated Marketing and Communications Plan.
Coordinates and manages end-to-end event operations and logistics from pre-event preparation through day-of execution and post-event breakdown, including venue selection, room configurations, setup supervision, catering, audiovisual and technical support, signage, registration materials, vendor coordination, inventory management, and on-site troubleshooting.
Coordinates with Information Technology Services for event technology needs, including livestreaming, digital signage, and presentation equipment and technical support.
Researches and identifies vendor options, obtain quotes, and make recommendations to the Events Coordinator regarding services and cost-effective solutions.
Coordinates with University Relations Marketing Communications and Graphic Services units to develop and distribute event promotional materials, programs, and related communications to ensure brand and message consistency.
Other related duties as assigned.