Events Manager

Hawai‘i Pacific University is designated as an Alaskan Native and Native Hawaiian (ANNH) Serving Institution by the US Department of Education. As such, we strive for accurate displays of the Hawaiian language in all our institutional materials. This includes the appropriate use of diacritical marks such as the ‘okina and kahako. Unfortunately, at times external vendors and other third-party technology integrations do not support the use of these characters. Mahalo for your understanding.

Description

Qualifications:

Minimum Qualifications:

• Two years’ experience in a customer service and/or hospitality role
• Basic knowledge of event equipment (audiovisual technology) and operation
• At least one year of experience leading a client, vendor, or tenant relationship with the authority to make basic daily decisions
• Demonstrated professional record of working collaboratively with others
• Effective verbal and written communication skills
• Ability to work extended hours as needed

Desired Qualifications:

• Bachelor’s degree or equivalent work experience
• Experience in Hawai'i's visitor industry
• Prior experience establishing and managing budgets
• Five years of event planning experience
• Ability to operate independently, exercise sound judgment, and maintain confidentiality.
• Ability to collaborate closely with colleagues within department and across departments.

Other Qualifications:

• Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance is not available for this position.
• Report to work obligations to support the department and may require work during HPU’s winter break, if necessary.
• Must meet training and background check qualifications and comply with the Protection of Minors policy.
• Upon hire, candidate must have reliable personal transportation to facilitate travel between to all HPU worksites and other locations as required by the position. This includes a valid driver’s license and a personal vehicle that is legally registered and insured.
• This position may also require driving responsibility for an HPU vehicle. Due to driving responsibilities, you must meet training and background check qualifications and comply with HPU’s Vehicle Driving policy.
• Able to work all shifts and extended hours.
• Proven ability to work independently
• Successful candidate will be able to work in an environment that utilize excellent time and stress management skills.

Key Responsibilities/Essential Job Functions:

1. Event Coordination, Planning and Management (75%):

• Serve as the primary event coordinator for all non-University events for the University’s Aloha Tower Marketplace (ATM) campus
• Serve as the primary space administrator for the University’s ATM campus through the scheduling system, CourseDog. This includes non-University (external) and University (internal) related space usage. This includes ensuring the highest efficient usage of the scheduling system.
• Liaise with the Registrar’s Office for University scheduling and work with all HPU departments to schedule campus events.
• Exercise care in balancing conference events, tenant and community demands with University needs. Liaise as necessary with representatives from the Registrar's Office, Admissions Office, and other University offices for routine and special event needs.
• Respond to all event inquiries in a positive and helpful manner.
• Meet with prospective clients to discuss event details and conduct facility walkthroughs.
• Communicate event policies, services required, property rules and fee schedules to event directors and non-University customers.
• Primary contact and principle liaison during an external event or coordinating such liaison if unable to attend.
  • Monitors events to ensure all building rules, policies and safety procedures are being adhered to and enforced during events
• Manage all logistics for external events booked at ATM, which includes, but not limited to coordinate with the directors of Facilities, Security, Property Management and IT on event logistics. Limited coordination of these services for internal events, as needed.
  • Hold weekly meetings with internal and external stakeholders to ensure transparency
• Prepare and provide paperwork for the planning of a successful event (Event contract, work orders, floor plans, event report, collection of event COI and final invoicing). Work directly with ATM’s liquor providers to obtain liquor license in a timely manner for events in which it is required.
• Provide detailed accounting of all event charges and collect payment in advance as outlined in the Event Contract.
• Determine needs and resolve problems by making strategic, business oriented and client-serving decisions required to ensure a successful and safe event.
• Builds and maintains successful business relationships with clients in effort to provide exceptional customer service and increase probability of future bookings/return.
• Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events.
• Coordinate with the Executive Offices on VIP events as needed.
• Attend events after business hours as appropriate to ensure event details are handled as planned.

2. Administrative and Staff Management (20%):

• Continuously recalibrate space allocation to the benefit of the campus, preparing and providing post-activity evaluation data and reports on revenues and expenditures to ensure cost-effective programs.
• Assist the Director, Instructional Technology and Client Services and Manager, Auxiliary Property Operations with the development and implementation of policies for event activities.
• Assist Director, Instructional Technology and Client Services with the event budget.
• Assist Manager, ITS Customer Relations with Student Worker recruitment, hiring, scheduling as requested.

3. Performs other related duties as assigned (5%)

• Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.

This description is not designed to list all activities, duties or responsibilities which may be required for this job. Other duties, responsibilities and activities may be assigned at any time.

Hawaii Pacific University is an Equal Opportunity Employer committed to fostering a diverse, equitable environment in which faculty and staff can excel irrespective of race, color, national origin, sex, disability, age, genetic information, sexual orientation, gender identity/expression, marital status, or any other protected class covered by state and federal law. Hawaii Pacific University encourages applications from veterans and individuals with disabilities. A pre-employment background investigation is performed on candidates selected for employment.

Hawai'i Pacific University is a learning community where staff, faculty, and more than 5,000 students come together from around the world to learn and work in a spirit of caring, honesty, freedom, and 'ohana (family).

Cooperation, communication, and collegiality are the foundation of our community. We fulfill the responsibilities of our educational mission through mutual trust and respect, innovation and involvement, expertise, and intellectual fellowship. We offer all members of our community the opportunity to excel, including resources and rewards commensurate with individual contributions and potential. As a team, we are committed to serving our local and global communities and embrace our values of aloha, pono, and kuleana.

We seek talented and energetic people who thrive on challenge and innovation in supporting the mission and values of our university. HPU offers competitive compensation and a comprehensive benefits package.

Health and Wellness Comprehensive health insurance, life and disability insurance, employee assistance program and wellness program.

Holidays and Leave A generous holiday schedule that recognizes 15 plus the workdays between Christmas and New Year's. Eligible employees also receive vacation, sick and other types of paid leave.

Tuition Waiver Full time employees and spouse/dependent children pursuing a higher education degree at HPU may apply for a tuition waiver.

Retirement Plan Eligible employees can start saving for the future and enroll in the Hawai'i Pacific University 403(b) retirement plan upon hire.

Discounts Discounts for products and services including Hawaiian Airlines, rental car, hotels, theme parks, attractions, and more.