Marketing Specialist

Marketing Specialist (Special Events Coordinator)

Position Number: 0080149T

Hiring Unit: Coll of Hlth Sci & SW, School of Medicine, Administration, Finance & Operations

Location: Kaka'ako, Honolulu

Band: B

Salary: PBB, minimum $5640/month

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions: Start of employment to begin approximately October 2026, or as mutually acceptable, subject to position clearance; annually renewable depending on availability of funding and/or performance.

Duties and Responsibilities

*Independently plans, manages, coordinates and implements events on behalf of the Dean, Director of the John A. Burns School of Medicine (JABSOM) Mini-Medical School Program and other Kaka'ako location schools, colleges, departments and other units events may include, but are not limited to, luncheons, dinners, receptions, dedication, concerts, commencements and honorary degree ceremonies, groundbreakings, and visits by dignitaries.

*Oversees all logistical operations for assigned events including the design, development and distribution of invitations and other collateral materials, menu planning, coordination of vendors and work crews, and facilities preparation.

Directs, assigns and reviews work of clerical and student assistants.

*Partners directly with JABSOM and its affiliate public information staff and government relations staff as it relates to events planning and coordination for Dean's Office sponsored events and for the Mini-Medical School.

* Administers specific special educational seminars and workshops for the Mini-Medical School, including but not limited to, overseeing media capture (video/photos) and collaborates on publication strategies.

Manages special events and Mini-Medical school operating budgets account information in accordance with established instructions and guidelines and operating instructions, including independent execution of fiscal and administrative transactions, procurements, and disbursements.

Initiates purchase order requests for various goods and services such as but not limited to rental fees.

* Obtains quotations from vendors and provide recommendations to supervisor for authorization.

* Manages PCard and authorizes and reconciles purchases related to special events for the Dean's office, Mini-Medical School and departmental purchases.

* Works as a team member to identify, analyze, coordinate, and evaluate problems as they occur.

Serves as a key JABSOM representative on university-wide committees as needed and attends university functions on behalf of JABSOM.

*Design and create brochures, leaflets, invitations, programs and other materials as required for the event, including background materials on individuals, programs or departments.

* Works with the University of Hawaii Foundation and the University of Hawaii Manoa and System office staff to build relationships to collaborate in the planning and organizing events and/or activities.

* Establishes and ensures proper protocol procedures are adhered to for all events and activities associated with the Dean's office; serves as a skilled protocol resource to Manoa schools, colleges, and departments as needed.

Collaborates with various presenters to develop, review, and finalize scripts for JABSOM special events.

* In collaboration with senior leadership, develops and maintains the special events calendar for each academic term.

*Serves as the primary point of contact and collaborates with event coordinator counterparts in the offices of the university executives, congressional delegations, governors, legislators, and community leaders.

Attends meetings, conferences, and other JABSOM events as requested or necessitated by the assignment to facilitate operations.

Manages building tour requests in coordination with various departments and conducts tours with the assistance of docents.

Independently screens and approves room suitability and availability, which includes preparing and submitting event requests for approval by the Dean's Office.

Other duties as assigned.

*Denotes Essential Job Duties

Minimum Qualifications

• Possession of a baccalaureate degree in business, communications, journalism, public relations, marketing, health sciences or related disciplines and 3 year(s) of progressively responsible professional experience with responsibilities for public relations/marketing and special events planning; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices and techniques in the area of public relations/marketing and special events planning demonstrated by broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and systems associated with the area of public relations/marketing and special events planning.
• Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
• 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 and apply word processing software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Working experience with events coordination in a graduate healthcare education organization or related institution.
• Proficiency with word processing, spreadsheet, and database software.
• Demonstrated ability to operate a digital photography camera and video camera.
• Familiarity with post-secondary education organizational structures and policies.
• Familiarity with conventional publication design layout concepts.
• Demonstrated ability to communicate and present to all levels of management.
• Possession of strong problem solving skills.
• Demonstrated ability to work and manage multiple projects effectively in a rapidly changing environment.
• Ability to travel independently in a timely and efficient manner, to various locations.
• Ability to work evenings, weekends and holidays as assigned.

Desirable Qualifications

• Familiarity with the University of Hawaii, University Health Partners, UH Foundation, RCUH fiscal and administrative procedures and policies.
• Master's degree in business, communications, journalism, public relations, marketing, or related discipline.

To Apply

Click on the " Apply " button on the top right corner of the screen to complete an application and attach the required documents by the closing date:

• a cover letter indicating how you satisfy the minimum and desirable qualifications
• current resume
• official transcripts confirming degree completion (copies acceptable; however official transcripts sent directly from the degree granting institution required upon hire)
• Three (3) professional references (complete with contact information including e-mail address)

The application will be considered incomplete if materials are unreadable. Late or incomplete applications will not be considered.

Note: If you have not applied for a position before using NEOGOV, you will need to create an account.

Inquiries: Melia Young, View email address on click.appcast.io; View phone number on click.appcast.io