Events Promotions Manager Jobs in Hawaii (NOW HIRING)

Description Title: Public Information Specialist (Events Specialist) Position Number: 0097727 Hiring Unit: University Relations Location: UH Hilo Date Posted: September 3, 2026 Closing Date: September 18, 2026 Band: A Salary : salary schedules and placement information Full Time/Part Time: Full-time Month: 11-month Temporary/Permanent: Permanent Other Conditions: Appointment to begin approximately October 2026, pending position clearance and availability of funding. Position Overview 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. Duties and Responsibilities (* denotes essential functions): *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. Minimum Qualifications 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. Desirable Qualifications 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.

To Apply: Click on the "Apply" button on the top right corner of the screen to complete an application and attach each required document. A complete application must include: Cover letter explaining how each minimum and desirable qualification is met. Current resume.

The names and addresses, email addresses and telephone numbers of three [3] current professional references. Transcript(s) showing degrees and course work appropriate to the position (copies are acceptable; however, original official transcripts will be required prior to employment). Please do not include any self-identifying photos.

Please redact references to Social Security number and birth date on transcript copies. Copy of diplomas will NOT be accepted. Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA

Expense of the evaluation shall be borne by the applicant. All requested documents/information become the property of the University. All minimum qualifications must be met by the closing date.

Incomplete applications will not be considered. Failure to submit all required documents and reference information shall deem an application to be incomplete. Note: If you have not applied for a position before using NeoGov, you will need to create an account.

Inquiries: Amy Kalili, akalili@hawaii.edu EEO, Clery Act, ADA The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/ Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks. In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.

Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis.

For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/ Equal Opportunity Employer / Veterans / Disabled.