Academic and Events Coordinator, Cancer Center (Full-Time)

The University of Arizona•Tucson, AZ

36d•Onsite

About The Position

The University of Arizona Cancer Center is seeking an Academic and Events Coordinator to coordinate conferences, special events, academic research program events, and meetings from conception through completion. This position works closely with internal and external constituents to plan, organize, schedule, and execute all aspects of events, including location scouting and booking, speaker support and travel arrangements, invitations and registration, catering, entertainment, technology and equipment, staffing, and other related activities.

Requirements

Excellent communication skills.
Ability to manage multiple project timelines.
Ability to work evenings and weekends as necessary.
Bachelor's degree or equivalent advanced learning attained through professional level experience required.
Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Responsibilities

Coordinate day-of event activities and direct volunteers and student workers to support operational efficiency.
Point of contact and organizer for all events, retreats, symposiums, and special meetings.
Proactively identify solutions to complex issues prior to occurrence requiring significant innovation and creativity to ensure positive outcomes.
Ability to manage issues and last-minute developments related to events as they occur to ensure seamless operation.
Represent the Cancer Center in communication with management, external departments, faculty, and stakeholders in regard to events.
All related activities to UACC events, such as marketing, travel arrangements, hotel and dining accommodations, audio-visual needs, equipment rentals, catering, promotional items, reimbursements and honorariums.
Planning, tracking and maintaining the budget for all UACC events.
Planning, organizing, and executing the UACC annual scientific retreat.
Plan, organize, and execute the UACC annual holiday party.
Initiate contact with guest speakers, generate correspondence to facilitate their visit, coordinate meetings with UACC faculty.
Work in coordination with project managers, senior leaders and the Administrator to facilitate seamless events.
Coordinate with UACC Communications regarding event information for the UACC website, on social media, the UACC newsletters, and video monitor boards to inform cancer center members and others regarding events.
Communicate events to UA and other colleges and departments.
Collaborate with other departments on ad hoc project basis.
Schedule and organize special seminars, seminar series and meetings in the UACC.
Communicate with program and board leaders to schedule academic program meetings.
Manage all related activities to these meetings and seminars, such as marketing, guest speaker travel arrangements, hotel and dining accommodations, audio-visual needs, equipment rentals, catering, reimbursements and honorariums.
Organize, create and send out announcements for all internal meetings related to UACC.
Coordinate with UACC Communications to update seminars, special workshops, program meeting information to the website and video monitor boards to inform cancer center members.
Initiate contact with guest speakers and faculty recruitment applicants and generate correspondence to facilitate their visit.
Coordinate faculty recruitment applicant presentations and meetings with UACC members.
Support faculty recruitment travel arrangements, assist in scheduling presentations, and coordinating faculty meeting schedules.
Work in coordination with project managers, senior leaders and the Administrator to facilitate seamless academic events.
Communicate events to ORP, UA and other colleges and departments.
Collaborate with other departments on ad hoc project basis.
Maintain administrative records and compliance documentation to adhere to university policies.
Establish budgets for events, track expenditures, and report out to administration.
Manage the annual event and academic program calendar, noting conflicts or capacity concerns.
Purchase items for events and meetings; process all reimbursements.
Manage inventory of all event and meeting materials such as sign holders, A-frames, banners, giveaways and other related items.
Create and distribute all advertising materials associated with events and meetings.
Manage meeting room reservations, Zoom coordination and set up/take down of meeting rooms.
Take and transpose meeting minutes.
Work with the Administrator on an ad hoc project basis.
Other duties as assigned.