Job Information
University Corporation for Atmospheric Research UCP Meeting Planner II in United States
Job Description Summary: UCAR is excited to announce the job opening for the UCAR Community Programs (UCP) Meeting Planner II. This position will work across UCP to support and perform a variety of functions and business activities for ETC (Education and Training Center), EODS (Earth Observation and Data Services Center), and the UCP Directorate Office. Specifically, the incumbent will be responsible for providing experienced meeting planning support to program management, staff, and will represent the group to outside entities. This position requires excellent organizational and time-management skills to successfully plan events and coordinate travel.
Position Details:
Visa Sponsored Job:
No
Relocation Assistance Eligible:
No
Job Location:
Boulder, Colorado
Position Type & Term:
Full time, Regular
Compensation Range:
$51,373 - $64,216
Final salary and rates are based on education, experience, and skills relevant to the role.
Application Notes
Application Deadline: This position will be posted until September 22. Applications will not be accepted past this date.
Required application materials (preferably in PDF Format) :
Resume
Questionnaire (To be answered within the application ) -
Please share a brief overview of your experience in meeting planning and travel coordination.
When reviewing the position’s Key Responsibilities and Knowledge, Skills, and Abilities sections, what skills do you bring to this role that might set you apart from other candidates?
This position requires the ability to collaborate with a diverse group of colleagues, directors, federal agency partners, etc. Briefly describe how you navigate differing perspectives and opinions within a team to ensure effective communication, mutual respect, and a successful outcome.
Background checks are conducted for candidates selected for hire. Learn more. (https://www.ucar.edu/opportunities/careers/faqs)
Work Location: This position is open to candidates seeking in-person and hybrid (combination of in-person and remote) opportunities. This position is eligible for remote work local to the Denver/Boulder area, as periodic/regular visits to the Boulder office will be required. Regardless of flexible work arrangements, UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.
What You Will Do
Here is a summary of what one would expect to be generally responsible for in this role.
Key Responsibilities
Travel Coordination
Make complex domestic and international travel arrangements for visitors and employees.
Communicate event and travel information with travelers
Prepare and submit travel expense reports.
Meeting Planning
Lead the planning and coordination of event logistics for in-person, virtual and hybrid events, including:
Site searches, meeting room setups, arranging catering, preparing meeting materials, securing ground transportation, securing audio visual and IT support, providing support for the execution of the event during the live event, and providing other event support as needed such as some on-site support.
Develop, monitor and adhere to established budgets under guidance of team lead.
Negotiate contract agreements with hotels and service agreements with outside vendors, including:
Lodging and space requirements, and ensures compliance of specific terms including cancellation, attrition and catering guarantees.
Reconcile invoices for goods and purchased services and resolve discrepancies.
Administrative Support
Conduct purchasing including project materials, printing, software licenses, and computer hardware using a purchasing card and UCAR’s procurement system.
Process Purchase Orders, small Subawards and Subcontracts including managing the supplier registration, invoicing and closure.
Provide general administrative and logistical support for staff.
Perform backup functions for administrative staff as needed.
Who We'd Love To Join Our Team
Successful candidates will ensure their application materials speak to the following criteria:
Education & Experience
High School graduate/GED;
4 years of administrative experience including event planning;
Or an equivalent combination of education and related/transferable experience.
Knowledge, Skills, and Abilities
Excellent interpersonal and advanced oral communication skills; ability to develop positive relationships with diverse stakeholders and perform well within diverse teams.
Proficient written communication skills, including drafting, editing, and proofreading complex materials for clarity and accuracy (e.g. grammar, spelling, and punctuation).
Advanced knowledge of word processing, presentation, financial tools, spreadsheet software, and experience working in a network and web-based environment (e.g., Google suite).
Good working knowledge of audiovisual and presentation equipment, as well as experience with virtual meeting platforms (e.g., Zoom, Webex, Slido, etc.) and online registration platforms.
Experience in event planning, including logistical support for in-person events and providing onsite assistance.
Basic math skills, budget development, and strong time management and organizational abilities; skilled in prioritizing workloads, working independently, and taking initiative.
Flexibility to adapt to changing priorities, thrive in a matrix management setting, and work across programs or locations as needed.
Sensitivity to multicultural environments and handling confidential information with discretion.
A proactive, resourceful approach to problem-solving in high-pressure situations, with a professional, collegial attitude.
Ability to work occasional nights, weekends, and travel as required.
Desired, but not required:
Knowledge of travel planning processes.
Skill in processing travel paperwork in accordance with procedures.
Knowledge of the Concur travel and expense management solutions.
Experience working with Federal Government agencies.
Benefits Overview
UCAR affirms its commitment to employees through competitive benefits (https://www.ucar.edu/opportunities/careers/benefits) . In addition to medical, dental, vision, retirement, and life insurance, UCAR offers a variety of programs focused on work-life balance and professional, and personal development. These include:
Tuition Assistance, time off allowance to attend classes, and other professional development opportunities
UCAR contributes 10% of your eligible pay into your retirement account; 100% fully vested on day one
Starting minimum accrual of 20 days of personal time off each year (prorated for less than full-time positions)
10 paid holidays
10 days of sick leave each year
12 weeks of paid parental leave
Short-term medical leave paid at 100% of your regular salary
EcoPass for local Colorado residents to use the Denver and Boulder-area transit system at no cost
Commitment to Diversity, Equity & Inclusion
Our organization is committed to creating a diverse, equitable, and inclusive work environment and fostering a culture where everyone feels welcome and supported. To learn more about these efforts, visit the Office of Diversity, Equity & Inclusion Strategic Plan (https://www.ucar.edu/sites/default/files/documents/related-links/2020-12/ODEI_StrategicPlan_Final.pdf) and our Diversity & Inclusion: A Welcoming Workplace (https://www.ucar.edu/who-we-are/diversity-inclusion) site.
Research shows that women and people of color are less likely to apply for a position if they do not meet almost 100% of the desired skills and experience . Please note this is not necessary! If you meet the minimum requirements and have a passion for the work, you are encouraged to apply. We can provide on-the-job training for the rest!
Commitment to Job Application Fairness
Applicants are not required to provide age or age-related information and may redact information related to age, date of birth, or dates of attendance at or graduation from an educational institution from any submissions during the initial application process.
Some Final Considerations
At UCAR|NCAR|UCP, you will work alongside a dedicated team of professionals conducting critical research and community outreach to solve complex Earth system science problems including climate change, air pollution, extreme weather, floods, drought, wildfires, and space weather, all with the goal of improving human life and reducing economic loss. Each of us, from scientists to the professionals who support their work, serves the public and a collaborative community of scientists in our mission to understand the complex processes that make up the Earth system, from the ocean floor to the Sun’s core.
Flexible Work
At UCAR, we are committed to supporting our mission by giving staff the flexibility to find the schedule and location that works best to maintain their own work-life circumstances and reach their full potential as professionals. Many positions within our organization are eligible for fully on-site, hybrid, fully-remote and/or flexible work schedules.
Equal Opportunity Employer
UCAR is committed to providing equal opportunity for all employees and applicants for employment and does not discriminate on the basis of race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy. Whatever your intersection of identities, you are welcome at UCAR.
Export Control
All positions are required to comply with U.S. export compliance regulations work location requirements regarding access to facilities and research systems.
Visa Wait Times
Please consider the length of visa procurement when applying for this posting, understanding that you will not be able to begin employment until you are able to get a visa and enter the U.S.