Events Coordinator

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Professional Honolulu, HI, US

5 days ago Requisition

Salary Range: $50,000.00 To $60,000.00 Annually

Title:

Events Coordinator

Department:
Special Events

FLSA Status:
Full-Time Exempt

The Events Coordinator is a key member of the University of Hawai‘i Foundation (UHF) Special Events Team, focused on planning, coordinating, and executing fundraising events that support the University of Hawai‘i.

Based at the Walter Dods, Jr. RISE Center, the Coordinator may need to visit areas of the University campus, as well as locations in and around O‘ahu. The Coordinator may need to work weekends or evenings and may exceed a 40-hour work week to fulfill the demands of the position. The Coordinator must be able and willing to travel interisland or nationally upon request.

Reports to:

Associate Vice President of Alumni and Community Engagement

• Events Support (50%)
• Administrative and Fiscal Support (50%)

Special Events Responsibilities (50%)

• Provide the UHF special events team with event planning, coordination and execution support.
• Assist the UHF team with special events administrative support related to discovery, engagement, fundraising and stewardship. This includes data requests to generate guest lists, research, drafting event briefings and drafting event worksheets. The Coordinator will staff events and initiate subsequent follow‑up communication.
• Serve as a liaison and resource for the UHF team, community partners, UH/UHF leadership, faculty, stakeholders, external vendors and key constituents.
• Maintain and organize the UHF calendar of events.
• Perform changes or additions in the UHF database, including updates to constituent contact information, entering contact reports, and following up on inquiries.
• Connect those interested in giving with the appropriate development officer or UHF department.

Administrative and Fiscal Support (50%)

• Organize and facilitate meetings, schedule and coordinate dates, times, venues, attendance, agenda, and facilities, compile briefings and take notes when necessary; provide administrative support and follow‑up on matters arising from internal, external and donor meetings.
• Assist with preparing for meetings and other activities, then document and organize the follow‑up requirements at the end of these activities.
• Research, draft, and edit written communications that may include briefing materials for meetings and events, proposals, reports, and correspondence.
• Gather, assemble and refine material and data required for correspondence, memorandums, reports, or other documents.
• Establish and maintain effective working relationships with a broad constituency inside and outside UHF and the UH System. Represent UHF in a positive manner internally, to UH, and to the community.
• Communicate in writing and/or verbally with high profile internal and external contingents, including UH and UHF leadership, alumni, donors, and supporters.
• Relay and resolve routine telephone inquiries, establish and maintain records.
• Assist with event fiscal support, including processing expenses and revenues, monitoring event invoices and expenditures, and gathering account information.
• Regularly deal with diverse matters requiring a broad knowledge of the UHF’s organizational operations and policies necessary to ensure appropriate decision‑making protocols are followed.
• With other administrative personnel, provide back‑up administrative and telephone support for the seamless functioning of UHF offices.
• Regularly work with information of a sensitive, highly confidential and strategic nature.
• Assist the department in implementing and improving internal event processes, as well as promoting and strengthening inter‑department UHF/UH relationships.
• Assist with additional alumni, community engagement and unit‑based events functions as assigned.
• Perform a wide variety of special project work.

• A minimum of one year of progressive experience in non‑profit organizations, especially in alumni,…