University Corporation for Atmospheric Research
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Meeting Planner II
at University Corporation for Atmospheric Research
Job Title: Meeting Planner II
Location: Boulder, CO
Type: Full-time, Non-Exempt
This position will be posted until a sufficient number of applications have been received. Thereafter, applications will be reviewed on an as-needed basis.
No relocation package is offered for this position.
U.S. Citizenship, Permanent Residency, or other protected status under 8 U.S.C. 1324b(a)(3) is required for this position. UCAR/NCAR will not sponsor a work visa (e.g., J-1, H1-B, etc.) for this position.
Who We Are:
Located in Boulder, Colorado, UCAR Community Programs (UCP) offers a suite of innovative resources, tools, and services for the atmospheric and Earth science community. UCP was created in 1992 to manage a number of unique programs requested by the UCAR community.
The Cooperative Programs for the Advancement of Earth System Science (CPAESS) develops customizable solutions to complex scientific challenges by fostering scientific leadership and workforce, building community collaborations, and facilitating the advancement of research for the benefit of society. CPAESS facilitates and manages scientific research and research-to-operations appointments for early career and expert scientists at US institutions, federal laboratories and program offices. CPAESS collaborates with the community to provide an array of scientific opportunities that promote lifelong professional and workforce development and that fosters a new generation of leaders within the scientific community.
What You Will Do:
Serves as a Meeting Planner for UCAR’s Cooperative Programs for the Advancement of Earth System Science (CPAESS). With broad direction, draws upon excellent organizational and time-management skills to successfully plan events and coordinate travel.
- Leads the planning and coordination of event logistics for smaller events, including: site searches, creating and managing registration sites, meeting room setups, arranging catering, preparing meeting materials, securing ground transportation, providing onsite support, and providing other event support as needed.
- With guidance, develops, monitors and adheres to established budgets.
- Helps negotiate smaller contract agreements with hotels including lodging and space requirements, and ensures compliance of specific terms including cancellation, attrition and catering guarantees. During negotiations, seeks advice of senior team members before proceeding with final documents.
- Negotiates smaller service and contract agreements with outside vendors as needed.
- Reconciles invoices for goods and purchased services and resolves discrepancies.
- Makes complex domestic and international travel arrangements for visitors and employees.
- Works with travelers to ensure compliance of all travel regulations and completion of required travel documents before and after the trip.
- Provide administrative and logistical support for CPAESS staff. Coordinates centralized administrative support and identifies purchasing needs and works with authorized purchasers to place orders.
- Performs backup functions for CPAESS staff as needed.
What You Need:
Education and Years of Experience:
- High School graduate and at least four years’ relevant experience; or an equivalent combination of education and experience.
Knowledge, Skills, and Abilities:
- Excellent interpersonal skills and ability to perform well as an effective team member within diverse groups.
- Excellent oral communication skills. Proficient written English communication skills, including skill in drafting, editing and proofreading complex materials for grammar, spelling, punctuation and clarity.
- Knowledge of word processing, graphics, presentation, database, financial tools and spreadsheet software.
- Excellent data entry skills, with a focus on accuracy.
- Skill in working in a network and web based computing environment, including Google’s suite of intelligent apps.
- Ability to work independently with minimal supervision and as an engaged team member.
- Experience with event planning and associated logistical requirements.
- Good working knowledge of audio visual and presentation equipment.
- Basic math skills and understanding of budget development.
- Knowledge of travel planning processes.
- 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.
- Skill in prioritizing workload, working independently and taking the initiative when working on projects within range of responsibility.
- Ability to adapt to a changing work environment.
- Ability to handle confidential information with discretion and reliability.
- Professional and collegial attitude in light of stressful timelines and complex situations.
- Ability to travel when required.
What’s In It for You:
- Paid Holidays
- Tuition Reimbursement
- Benefits (Medical, Dental, Vision)
- Retirement Plan
- And more!
NOTES: Starting salary: $49,000 - $52,000
The University Corporation for Atmospheric Research (UCAR) is an equal opportunity/equal access/affirmative action employer that strives to develop and maintain a diverse workforce. 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 the University Corporation for Atmospheric Research (UCAR). We are committed to inclusivity and promoting an equitable environment that values and respects the uniqueness of all members of our organization.