POSITION INFORMATIONDepartment: Special EventsStatus: Full-Time, Salaried ExemptPOSITION SUMMARYThe Associate Director of Special Events (Associate Director) is responsible for the development and implementation of the University of Hawai'i Foundation (UHF) programs and events that strategically advance the University of Hawai'i (UH) and UHF. The Associate Director will work closely with the UHF leadership and fundraising professionals, UH President, administrators, and constituencies to coordinate effective donor engagement activities. The design, implementation and follow-through of programs and events are central to UHF's public relations, resource development, donor relations, programs and services, and advocacy.REPORTS TOAssociate Vice President of Alumni & Community Engagement ESSENTIAL FUNCTIONSSpecific responsibilities and performance expectations include:
- Manage, design, and execute strategic development-related meetings and events for donors, volunteers, board members, and alumni to promote donor cultivation and stewardship opportunities for development staff and increase awareness of UH.
- Coordinate and implement programs and events with other UH departments, programs, and units, in alignment with UHF stewardship and engagement efforts.
- Implement strategic event planning process including the goals, objectives and expectations of event, organizational strategy, stakeholders, program outline, timeline, structure of responsibility, criteria for evaluation, specifications of event, communications and marketing plan, event team and follow-up plan.
- Build and maintain relationships with vendors to facilitate negotiation of contracts, including request for proposals, terms and conditions and legal implications of contract and ensure full execution of contractual obligations.
- Manage and monitor event budgets, audit, and reconcile finances, oversee fulfillment of contracts, payment of expenditures, revenue generation, financial reports, and fiscal transmittals and reimbursements.
- Coordinate event requirements: including site requirements, food and beverage, equipment, technical requirements, lodging, transportation, security, parking, set-up/floor plan, VIP/guest services, decorations, entertainment, ancillary programs, speakers, risk assessment and management, and other support crew and event-related costs.
- Coordinate and facilitate logistical arrangements with a variety of vendors and suppliers including government agencies and work with UHF compliance officers as needed.
- Provide content for invitations, programs, scripts, briefings, online registration, biographical information, calendars, letters, and oversee invitation mailings, eblasts and RSVPs.
- Serve as liaison to internal and external service providers.
- Work collaboratively and in constant partnership with UHF and UH leadership to assess needs and effectiveness of fundraising, outreach, and engagement efforts.
- Other duties as assigned.
EVALUATIONThe Associate Director will meet regularly with his/her supervisor to review ongoing progress within Special Events and annually to put in place a strategic plan for the year. This plan will include goals for each of the basic responsibility categories, as well as program and professional development goals. At the end of each year, the Associate Director and his/her supervisor will review progress toward the annual goals. QUALIFICATIONS
- Proven record of developing and executing a diverse portfolio of successful events, bachelor's or associate degree preferred.
- Demonstrated ability to apply sound judgment in solving a wide range of problems and developing practical solutions using effective communication skills. For example, being able to react quickly, effectively, and professionally when event circumstances require immediate changes in circumstances such as inclement weather, last minute changes in guest counts, etc.
- An ability to judge appropriateness in addition to a sense of creativity for planning unique and meaningful events is expected. Interpersonal contacts are frequent and varied, and include, but are not limited to, the President of the University of Hawai`i, the President of the University of Hawaii Foundation, UH alumni, UH Athletics, donors and supporters; UH Foundation Board members, UHAA Board members and Regents of the University; development staff; University administrators, faculty, staff and students; and vendors.
- Excellent organizational skills, oral/written communication skills, and interpersonal skills.
- The ability to work effectively in a large, complex, and dynamic organization, balancing competing priorities with excellent interpersonal and communication skills with the ability to build consensus and cohesion.
- Proven team leadership skills and demonstrated ability to work effectively with leadership, faculty, staff, donors, and volunteers.
- Thorough knowledge of office methods, procedures, and practices, and ability to compose clear and concise internal and external correspondence.
- Flexible and able to coordinate multiple activities simultaneously and prioritize to effectively meet event timeliness to multi-task; can work within an ambiguous, fast-moving environment and demonstrated resourcefulness in setting priorities.
- Ability to be service oriented to ensure all customers (internal and external) have their needs met in an efficient and timely manner.
- Sensitivity to confidential information.
- This position at times requires extensive evening and weekend work.
- Able to lift twenty-five pounds.
- A strong sense of professional ethics, and commitment to the core values of trust, teamwork and excellence, accountability, and service.
WORKING CONDITIONSBased at the RISE Walter C. Dods RISE building located at 1810 University Ave., Suite 300, Honolulu, HI, the Associate Director of Special Events will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attend a meeting, or performing desk work. The Associate Director may need to visit areas of the University campus as well as other locations in and around the island. The employee must have a valid driver's license and acceptable driving record. The Associate Director may need to work evenings and weekends and must be able to work to the demands of the position, which may exceed a 40-hour work week. The employee must be able and willing to travel upon request.