Chaminade University of Honolulu
Outreach Coordinator
Chaminade University of Honolulu, Honolulu, Hawaii, United States, 96814
CHAMINADE UNIVERSITY OF HONOLULU
MISSION STATEMENT
Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.
Position Information Title: Outreach Coordinator
Division: School of Business and Communication (SBC)
Department: Dean's Office
Exempt, Full Time
Reports to Direct Report to: SBC Dean
Essential Duties and Responsibilities Duties and Responsibilities of the Outreach Coordinator include:
1. Outreach and Relationship Building: Cultivate and maintain positive relationships with internal and external partners, industry professionals, alumni, community organizations, and other stakeholders to enhance the visibility and reputation of the School. Collaborate with the Dean and faculty members to identify and pursue opportunities for partnerships, sponsorships, and collaborative initiatives that support the goals and mission of the School. Serve as a primary point of contact for external inquiries and requests related to events, partnerships, and outreach efforts. Develop and implement strategies to expand the School's network and reach new audiences through outreach activities, recruitment events, and community engagement initiatives. 2. Communication and Promotion:
Develop and implement communication plans to promote School events, initiatives, and achievements through various channels, including websites, social media, newsletters, email campaigns, and press releases. Create engaging content, including written materials, graphics, and multimedia assets, to effectively communicate the value proposition of the School and its activities to internal and external audiences. Monitor and analyze the effectiveness of communication strategies and outreach efforts, using data and feedback to inform future planning and decision-making. Collaborate with the Dean and other stakeholders to develop messaging and branding guidelines that reflect the School's identity and values. 3. Event Planning and Execution:
Coordinate and manage all aspects of events hosted or sponsored by the School, including conferences, seminars, workshops, guest lectures, networking events, and student engagement activities. Develop event objectives, themes, agendas, and timelines in collaboration with the Dean and other stakeholders. Secure venues, equipment, catering services, and other logistical requirements for events. Manage event budgets, expenses, and financial transactions, ensuring adherence to allocated funds. Oversee event promotion and marketing efforts to maximize attendance and engagement from target audiences. Provide on-site coordination and support during events to ensure smooth execution and attendee satisfaction. 4. Administrative Support:
Manage and coordinate administrative and operations related functions for the School as required by the Dean Provide administrative support to the Dean, lead faculty, and other internal stakeholders as needed, including scheduling meetings, preparing documents and reports, taking meeting minutes/managing correspondence, and maintaining records related to events and outreach activities. Assist with the development and implementation of strategic plans, goals, and objectives for the School, contributing insights and recommendations based on knowledge of industry trends and best practices. Stay informed about relevant policies, regulations, and guidelines ensuring compliance with legal and ethical standards. Recruit, train, and manage student employees, coordinating their work schedules and tasks to support various administrative and operational functions within the School. Manage finances for the School's annual budget, including development, monitoring, analysis, forecasting, and reporting. 5. Professional Development:
Stay current with developments in event management, outreach strategies, and communication technologies through professional development opportunities, training programs, conferences, and networking events. Continuously seek opportunities to enhance skills and knowledge in areas relevant to the role, such as project management, marketing, public relations, and relationship management. Share insights, best practices, and lessons learned with colleagues and peers within the School and the broader university community to foster a culture of learning and innovation. Other duties as assigned: the above job description is not an exhaustive list of duties, responsibilities, or qualifications associated with it.
Disclaimer This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.
Education and Experience Minimum Education and Experience:
Bachelor's degree in business administration, marketing, communications, hospitality management, or a related field. At least 2 years of experience in administrative and financial management, event planning, outreach coordination, or related roles. Strong organizational, communication, and interpersonal skills. Proficiency in Microsoft Office Suite and event management software. Ability to work independently, manage multiple projects simultaneously, and meet deadlines. Demonstrated ability to collaborate effectively with diverse stakeholders and build relationships. Preferred Education and Experience:
Master's degree in business administration, marketing, communications, or a related field. 3-5 years of experience in administrative and financial management, event planning, outreach coordination, or related roles, preferably in an academic or nonprofit environment. Experience working in higher education or with academic institutions. Familiarity with budget management, contract negotiation, and vendor relations. Knowledge of marketing principles and strategies, particularly as they relate to event promotion and audience engagement. Experience with graphic design, social media management, and content creation. Certification in event planning or related fields (e.g., Certified Meeting Professional, Certified Special Events Professional). Required Knowledge, Skills & Abilities Excellent communication and interpersonal skills to interact with diverse faculty, staff, and students at all university levels. Strong supervisory, analytical, problem-solving, and conflict resolution skills. Evaluate and improve business processes, operational, and financial effectiveness; lead process improvements for the School. Manage finances for the annual budget, including development, monitoring, analysis, forecasting, and reporting. Ensure compliance with University policies; recommend new internal policies and procedures. Analyze unit needs and recommend staffing, facilities, compliance, finance, and technology changes to leadership. Proficient in Google Suite, Microsoft Office, learning management systems (e.g., Canvas), and related software. Demonstrated commitment to high-quality education and student success through support of academic excellence and continuous improvement. Excellent project management skills to handle multiple projects, prioritize tasks, and allocate resources effectively. Ability to meet deadlines and maintain quality and integrity in a fast-paced academic environment. Uphold high integrity and ethical standards, maintaining academic honesty and confidentiality. Subject matter expertise in areas of responsibility. Able to keep abreast of general industry knowledge and trends. Physical Requirements
Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.
Other Requirements This is a full time, exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required. Must be willing and able to work occasional nights and weekends and have a varying schedule when required. Performs such similar, comparable or related duties as may be assigned or required. Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner. The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal. Marianist Identity/Native Hawaiian & Pacific Island Serving
An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University's designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.
MISSION STATEMENT
Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.
Position Information Title: Outreach Coordinator
Division: School of Business and Communication (SBC)
Department: Dean's Office
Exempt, Full Time
Reports to Direct Report to: SBC Dean
Essential Duties and Responsibilities Duties and Responsibilities of the Outreach Coordinator include:
1. Outreach and Relationship Building: Cultivate and maintain positive relationships with internal and external partners, industry professionals, alumni, community organizations, and other stakeholders to enhance the visibility and reputation of the School. Collaborate with the Dean and faculty members to identify and pursue opportunities for partnerships, sponsorships, and collaborative initiatives that support the goals and mission of the School. Serve as a primary point of contact for external inquiries and requests related to events, partnerships, and outreach efforts. Develop and implement strategies to expand the School's network and reach new audiences through outreach activities, recruitment events, and community engagement initiatives. 2. Communication and Promotion:
Develop and implement communication plans to promote School events, initiatives, and achievements through various channels, including websites, social media, newsletters, email campaigns, and press releases. Create engaging content, including written materials, graphics, and multimedia assets, to effectively communicate the value proposition of the School and its activities to internal and external audiences. Monitor and analyze the effectiveness of communication strategies and outreach efforts, using data and feedback to inform future planning and decision-making. Collaborate with the Dean and other stakeholders to develop messaging and branding guidelines that reflect the School's identity and values. 3. Event Planning and Execution:
Coordinate and manage all aspects of events hosted or sponsored by the School, including conferences, seminars, workshops, guest lectures, networking events, and student engagement activities. Develop event objectives, themes, agendas, and timelines in collaboration with the Dean and other stakeholders. Secure venues, equipment, catering services, and other logistical requirements for events. Manage event budgets, expenses, and financial transactions, ensuring adherence to allocated funds. Oversee event promotion and marketing efforts to maximize attendance and engagement from target audiences. Provide on-site coordination and support during events to ensure smooth execution and attendee satisfaction. 4. Administrative Support:
Manage and coordinate administrative and operations related functions for the School as required by the Dean Provide administrative support to the Dean, lead faculty, and other internal stakeholders as needed, including scheduling meetings, preparing documents and reports, taking meeting minutes/managing correspondence, and maintaining records related to events and outreach activities. Assist with the development and implementation of strategic plans, goals, and objectives for the School, contributing insights and recommendations based on knowledge of industry trends and best practices. Stay informed about relevant policies, regulations, and guidelines ensuring compliance with legal and ethical standards. Recruit, train, and manage student employees, coordinating their work schedules and tasks to support various administrative and operational functions within the School. Manage finances for the School's annual budget, including development, monitoring, analysis, forecasting, and reporting. 5. Professional Development:
Stay current with developments in event management, outreach strategies, and communication technologies through professional development opportunities, training programs, conferences, and networking events. Continuously seek opportunities to enhance skills and knowledge in areas relevant to the role, such as project management, marketing, public relations, and relationship management. Share insights, best practices, and lessons learned with colleagues and peers within the School and the broader university community to foster a culture of learning and innovation. Other duties as assigned: the above job description is not an exhaustive list of duties, responsibilities, or qualifications associated with it.
Disclaimer This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.
Education and Experience Minimum Education and Experience:
Bachelor's degree in business administration, marketing, communications, hospitality management, or a related field. At least 2 years of experience in administrative and financial management, event planning, outreach coordination, or related roles. Strong organizational, communication, and interpersonal skills. Proficiency in Microsoft Office Suite and event management software. Ability to work independently, manage multiple projects simultaneously, and meet deadlines. Demonstrated ability to collaborate effectively with diverse stakeholders and build relationships. Preferred Education and Experience:
Master's degree in business administration, marketing, communications, or a related field. 3-5 years of experience in administrative and financial management, event planning, outreach coordination, or related roles, preferably in an academic or nonprofit environment. Experience working in higher education or with academic institutions. Familiarity with budget management, contract negotiation, and vendor relations. Knowledge of marketing principles and strategies, particularly as they relate to event promotion and audience engagement. Experience with graphic design, social media management, and content creation. Certification in event planning or related fields (e.g., Certified Meeting Professional, Certified Special Events Professional). Required Knowledge, Skills & Abilities Excellent communication and interpersonal skills to interact with diverse faculty, staff, and students at all university levels. Strong supervisory, analytical, problem-solving, and conflict resolution skills. Evaluate and improve business processes, operational, and financial effectiveness; lead process improvements for the School. Manage finances for the annual budget, including development, monitoring, analysis, forecasting, and reporting. Ensure compliance with University policies; recommend new internal policies and procedures. Analyze unit needs and recommend staffing, facilities, compliance, finance, and technology changes to leadership. Proficient in Google Suite, Microsoft Office, learning management systems (e.g., Canvas), and related software. Demonstrated commitment to high-quality education and student success through support of academic excellence and continuous improvement. Excellent project management skills to handle multiple projects, prioritize tasks, and allocate resources effectively. Ability to meet deadlines and maintain quality and integrity in a fast-paced academic environment. Uphold high integrity and ethical standards, maintaining academic honesty and confidentiality. Subject matter expertise in areas of responsibility. Able to keep abreast of general industry knowledge and trends. Physical Requirements
Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.
Other Requirements This is a full time, exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required. Must be willing and able to work occasional nights and weekends and have a varying schedule when required. Performs such similar, comparable or related duties as may be assigned or required. Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner. The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal. Marianist Identity/Native Hawaiian & Pacific Island Serving
An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University's designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.