CPAESS Meeting Planner II (Event Lead)

University Corporation for Atmospheric Research (UCAR)•Boulder, CO

3d•Hybrid

About The Position

UCAR is excited to announce the job opening for the CPAESS Meeting Planner II (Event Lead) role with the Cooperative Programs for the Advancement of Earth System Science (CPAESS). This position is responsible for serving as the Event Lead for UCAR CPAESS, drawing upon excellent organizational and time-management skills to successfully plan events and coordinate travel while directing the Meeting Planning Team in event assignments, oversight of the execution of all events, and advising the team. CPAESS serves the Earth System Science community in three distinct areas of service. We partner with federal agencies and businesses to hire critical scientific staff enabling a more robust workforce. Through our scientific programs we seek to edify new research with our postdoctoral programs, our visiting scientist and internship programs, along with our interagency support programs. We also help build the Earth system science community by convening and managing summer schools and institutes, conferences, and advisory committees.

Requirements

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
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

Nice To Haves

CMP or CGMP certification
CPAESS Meeting Planner experience
Experience working with Federal Government agencies
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

Responsibilities

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.
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.
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.
Provide general administrative and logistical support for CPAESS staff.
Performs back-up functions for CPAESS staff as needed.