Job Description
About the University of Hawai‘i Foundation:
The University of Hawaiʻi Foundation was established in 1955 to encourage private support for the University of Hawaiʻi. Today it is the central fundraising organization for the UH System and is contracted by the Board of Regents to be the sole provider of fundraising and alumni services. In addition to fundraising, the Foundation manages more than 7000 gift accounts for the benefit of the university and its students.
The UH Foundation is a private, institutionally related corporation designated as a 501(c)(3) organization by the Internal Revenue Service. It is a legally separate entity from the University of Hawaiʻi, the UH Alumni Association, and all other UH affiliates. However, the UH Foundation works closely with these organizations, as well as with others in the community, exclusively for the benefit of the university.
Our Vision
To inspire giving and partnership with the University of Hawaiʻi by fostering UH pride and passion among donors, alumni and the community.
Our Mission
To unite donors' passions with the University of Hawaiʻi's aspirations by raising philanthropic support and managing private investments to benefit UH, the people of Hawaiʻi and our future generations.
Our Values
Our values shape our relationships and guide our thinking and actions. By living our values, we build trust with our fellow employees, our donors, the university and the broader community.
The Special Events Coordinator, UH Mānoa Athletics (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 at Mānoa (UHM) Athletics department. The Coordinator will provide support to the UHF UHM Athletics Development team in matters that directly involve the University of Hawai‘i (UH) and UHF Leadership.
Based at the UHM campus, the Coordinator may need to visit areas of the University campus, as well as locations in and around O‘ahu. The Coordinator may also be asked to work occasionally from the UHF central offices at the Walter Dods, Jr. RISE Center. 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
Duties & Responsibilities:
Special Events Support (100%)
- Special Events Responsibilities
- Provide the UHF UHM Athletics Development team fundraising event planning, coordination and execution support.
- Assist the UHF UHM Athletics Development 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 need to staff events and initiate subsequent follow-up communication.
- Serve as a liaison and resource for UHF UHM Athletics Development team, UHM Athletics Department, coaching staff, facilities, marketing, external vendors and other key constituents.
- Maintain and organize the calendar of events and fundraising events for UHM Athletics.
- Update and assist with the Foundation database with changes or additions to contact information, enter contact reports, and follow up on inquiries. The Coordinator will also connect those interested in giving with appropriate development officer or UHF department.
- 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.
- 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 Foundation’s organizational operations and policies necessary to ensure appropriate decision-making protocols are followed.
- 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 promote and strengthen inter-department UHF/UH relationships.
- Assist with additional UHF UHM Athletics fundraising special events functions as assigned.
- Perform a wide variety of special project work.
- Bachelor’s degree required.
- A minimum of one year of progressive experience in non-profit organizations, especially in alumni, development, education, or membership settings, is preferred.
- Must possess a valid driver’s license as well as pass a background check including driving record upon offer of employment. A reliable mode of transportation is required.
Essential Functions:
- Ability to sit at a desk and use a computer for extended periods of time.
- Occasional standing, walking, bending, reaching, and lifting of light office items up to 25 lbs.
- Ability to operate general office equipment such as a computer, printer, photocopier, scanner, phone system, etc.
- Hand-eye coordination and manual dexterity to use office equipment and handle paperwork.
- Visual acuity to read printed and electronic documents and computer screens.
- Ability to communicate verbally and in writing so others will understand.
- Hearing and speaking abilities for in-person, phone, and video conversations.
Benefits:
UHF voluntarily pays 100% of the following –
- 10% 403(b) contributions after 7 months of employment. This is automatic and NOT dependent on the employee making any contributions. PLUS, ALL contributions are 100% immediately vested!
- Term life insurance
- AD&D insurance
- Short term disability insurance
- Long term disability insurance
- Tuition reimbursement after 1 year of employment
- Employee assistance program
- Generous PTO and paid holidays
- UHF voluntarily provides the following in which the company and employees share the cost –
- Health, Prescription, Dental, and Vision Insurance
- Free parking after 5 years of service
Other benefits available for employees to purchase –
- Medical Flexible Spending Account
- Dependent Care Flexible Spending Account
- Insurance coverage for spouse and/or children
- Critical care insurance
- Legal insurance
- Pet insurance
