CPAESS Meeting Planner II (Event Lead)

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Relocation Assistance Eligible:

Job Location:

Position Type:

$53,694 - $67,118

*Final salary and rates are based on education, experience, and skills relevant to the role.*

Application Deadline: This position will be posted until 11:59:59 pm MT on Thursday, May 14. Applications will not be accepted past this date.

Required Application Materials (preferably in PDF Format):

• Resume

• Cover Letter In lieu of a traditional cover letter, answer the prompt below that addresses the critical skills needed for this position. Your answers will be read and weighed equally to your Resume/CV and should provide specific, detailed, and informative responses based on your direct and previous work experiences. Please keep your cover letter to 1-2 pages.

  • Highlight your experience leading end-to-end event logistics for in-person, virtual, and/or hybrid events, including any large-scale scientific meetings or conferences.

  • Describe your experience coordinating or leading a team, including how you've handled workload delegation, trained colleagues, and served as a go-to resource for complex or escalating situations.

Background checks are conducted for candidates selected for hire. Learn more.

Work Location Expectations: This position is open to candidates seeking in-person or hybrid (combination of 3 days in-person and 2 days of remote) opportunities. UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

Here is a summary of what one would expect to be generally responsible for in this role.

Key Responsibilities

Event Management & Coordination

• Leads end-to-end logistics for in-person, virtual, and hybrid events: site searches, registration, catering, A/V, IT, ground transportation, meeting materials, poster sessions, virtual platforms, and on-site execution support.

• Develops and monitors event budgets under guidance of the CPAESS Assistant Director; reconciles invoices and resolves discrepancies.

• Works closely with the UCAR Contracts Office, helps negotiate contract agreements with hotels including lodging and space requirements, and ensures compliance of specific terms including cancellation, attrition and catering guarantees. Seeks consultation from Budget and Finance team members or CPAESS Assistant Director before proceeding with final documents during negotiations.

Team Leadership

• Coordinates the Meeting Planning team on event assignments, workload distribution, and task delegation; serves as technical lead and primary escalation point for complex decisions.

• Drives process standardization and business re-engineering; leads training for new Meeting Planners and acts as Event & Travel Team Lead when needed.

• Identifies problems and opportunities; manages and maintains the event and travel tracking spreadsheet for the full Travel & Event team; orders team equipment and supplies.

Travel Administration

• Arranges complex domestic and international travel; ensures traveler compliance with all regulations and required documentation; prepares and submits expense reports.

• Communicates travel changes to affected travelers; fills in for Travel Lead as needed.

General Support

• Provide general administrative and logistical support for CPAESS staff.

• Performs back-up functions for CPAESS staff as needed.

Successful candidates will ensure their application materials speak to the following criteria:

Education & Experience

• High School graduate;

• 4 years of relevant experience;

  • Or an equivalent combination of education and experience;

• Experience with event planning and associated logistical requirements, including providing onsite support for in-person events;

• Experience with Cvent Event Management Software.

Desired, but not required:

• CMP or CGMP certification.

• CPAESS Meeting Planner experience.

• Experience working with Federal Government agencies.

Knowledge, Skills, and Abilities

• Strong oral and written communication skills, including drafting, editing, and proofreading; proven ability to build relationships with diverse stakeholders and work effectively in multicultural environments.

• Demonstrated ability to manage large (~400+) and small scientific conferences; skilled in virtual platforms (Zoom, Webex, Slido), online registration tools, Cvent, A/V equipment, and Google Workspace.

• Ability to independently manage multiple projects under competing deadlines; adapts to shifting priorities with a proactive, resourceful approach; handles confidential information with discretion.

• Advanced proficiency in Google Workspace (e.g. word processing, spreadsheet, database, and presentation applications); basic budget development and math skills; demonstrated ability to lead a team under pressure.

• Professional and collegial under pressure; able to travel up to 15 domestic trips annually; knowledge of travel planning processes.

Desired, but not required:

• Skill in processing travel paperwork in accordance with UCAR procedures.

• Knowledge of the Concur travel and expense management solution.

• Thorough understanding of UCAR's travel policies and procedures, and the ability to apply and communicate those policies and procedures.

• Knowledge of budget development and tracking.

• General project management skills.

UCAR affirms its commitment to employees through competitive 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.

• 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.

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.

At NSF NCAR| UCAR | 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 (three days per week) and/or flexible work hours.

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 and work location requirements regarding access to facilities and research systems.

Work Location

UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

AI Software

ChatGPT and similar AI software are powerful tools that are changing theway society receives, processes, and leverages information promptly. While we acknowledge its benefits and do not restrict leveraging it with job applications, we highly encourage a majority of the applicant material to be original work.